Privacy Policy

This Privacy Policy and Terms of Use is made by Ambivo, Inc. (collectively, "Ambivo", "we", "us" or "our") and is effective as of October 1, 2023.

Privacy Commitment

Ambivo is a DE C-Corp.

We ask for the least information we need, and only what the business or the transaction requires. We show customers what we hold on them, and they can opt out of specific uses. Our biggest commitment is this: we have never earned a dollar from advertising. That keeps our interests and your privacy on the same side.

The goal of this policy is to make explicit the information we gather on our customers and users, how we will use it, and how we will not. This policy is unfortunately longer than we would like, but we must unambiguously address all the relevant cases. We will try and keep the language simple and direct as much as possible.

Scope of this Privacy Policy

This Privacy Policy applies to the Ambivo websites. It also applies to the products and services provided by Ambivo through these websites and our mobile applications. This Privacy Policy does not apply to any of our websites, products or services that have a separate privacy policy.

This Privacy Policy is divided into three parts:

• Part I – Information we collect and control.This part deals with how Ambivo collects and uses information about website visitors, potential customers, users of Ambivo's products and services, and others who contact Ambivo through forms or email addresses published on or linked to our websites.
• Part II – Information that Ambivo processes on your behalf. This part deals with how Ambivo handles data that you entrust to us when you use our products and services, or when you share any personal or confidential information with us while requesting customer support.
• Part III – General.This part deals with topics that are relevant to both Parts I and II, and other general topics such as Ambivo's security commitments and how we will inform you when we change this Privacy Policy.

Part I – Information Ambivo collects and controls

What information Ambivo collects

We collect information about you only if we need the information for some legitimate purpose. Ambivo will have information about you only if (a) you have provided the information yourself, (b) Ambivo has automatically collected the information, or (c) Ambivo has obtained the information from a third party. Below we describe the various scenarios that fall under each of those three categories and the information collected in each one.

Information that you provide us

Account signup:When you sign up for an account to access one or more of our services, we ask for information like your name, contact number, email address and country to complete the account signup process. You'll also be required to choose a unique username and a password for accessing the created account. You may also provide us with more information such as your photo, time zone and language, but we don't require that information to sign up for an account.

Event registrations and other form submissions:We have not run a marketing event or a social event so far. If we do, we will collect the information you submit when you: (i) register for an event, including a webinar or seminar; (ii) subscribe to our newsletter or another mailing list; (iii) submit a form to download a product, whitepaper or other material; (iv) enter a contest or respond to a survey; or (v) submit a form to request support or to contact Ambivo for any other reason.

10DLC Policy

• No sharing of mobile information: We do not share mobile phone numbers with third parties for marketing or promotional purposes.
• Consent for texting: We explicitly seek consent for texting you unless you initiate a text to our Contact Us Number (implied consent).
• Opt-out instructions:You can unsubscribe from our texts by sending "STOP" message. For information about what we text or to seek support you may text "HELP".
• Data collection disclosure: We may collect your email and phone for the purposes of product updates, account notifications and transactional support. Such information is provided by you during the onboarding process. This information is deleted when you close the account.
• Company identification: Text messages originating from (615) 570-7000 are sent by Ambivo, Inc. Our platform allows customers to procure VOIP phone numbers to communicate with their clients in accordance with our Terms of Use.

If you believe there has been a violation of our policies, please contact us at privacy-mail@ambivo.com. Include your phone number, the sending phone number, date, time, and frequency of the messages received to help us investigate and take appropriate remedial actions promptly.

Third Party (Google & Microsoft) API Services User Data Policy

If you sign up or sign in via Google or Microsoft or connect a Google or Microsoft Calendar or connect your mailbox, we use the respective Google or Microsoft API to access your account profile and calendar (The product functionality requires read-and-write access to calendars to manage appointments).

Ambivo's use and transfer to any other app of information received from Google APIs or Microsoft APIs will adhere to the respective Google API Services User Data Policy, including the Limited Use requirements and Microsoft APIs Terms of Use. You may optionally connect Ambivo with your mailbox. We use Google's workplace API to access data from your Google account or the Microsoft Graph API if your data provider is Microsoft. We do not use Microsoft Graph API or Google Workspace APIs to develop, improve, or train generalized AI and/or ML models. When we access Google Workspace API we strictly abide by their API policy protections for generative AI.

Protection of User Data

Ambivo is built with modern, secure standards. Please review our Security Page. The following tenets apply to all user data including data obtained from Google API and/or Microsoft Graph API:

• All data is encrypted and transmitted using the HTTPS protocol.
• Sensitive information related to data at rest is encrypted.
• We utilize Web Application Firewall (WAF) protection and maintain encrypted backups to safeguard your data.
• We perform white glove penetration testing to ensure the platform is fully secure.
• We are based on a native cloud infrastructure and follow best practices, such as those outlined in the AWS Well-Architected Framework.
• We prioritize your security with multi-factor authentication (MFA) and ensure no clear passwords are logged. You can monitor active login sessions and remotely log out from suspicious devices.
• In addition to data security, we help protect your account from malicious actors by scanning for suspicious IP addresses.
• Our telephony application also blocks spam calls and texts from low-reputation sources.

The data we access using Google Workspace API or Microsoft Graph API is subject to the following restrictions:

• We limit the use of data to providing or improving Email box or Drive features that are explicitly visible in the app. We will use your data to provide you with the services you requested, such as the ability to read, reply, forward and delete emails, and manage email folders.
• Transfers of data are not allowed, except: to provide or improve Email box or drive use case or user-facing features that are visible and prominent in our application's user interface and only with the user's consent; for security purposes (for example, investigating abuse); to comply with applicable laws and/or regulations; or, as part of a merger, acquisition or sale of assets of the developer after obtaining explicit prior consent from the user.
• We do not allow humans to read user data, unless: we have obtained and documented the user's explicit consent to read specific data (for example, helping a user re-access the product or a service after having lost their password); the data (including derivations) is aggregated and anonymized and used for internal operations in accordance with applicable privacy and other jurisdictional legal requirements; it's necessary for security purposes (for example, investigating abuse); or, to comply with applicable laws and/or regulations.

Payment processing: Ambivo does not sell anything online as such we do not collect any payment from you.

Testimonials: When you authorize us to post testimonials about our products and services on websites, we may include your name and other personal information in the testimonial. You will be given an opportunity to review and approve the testimonial before we post it. If you wish to update or delete your testimonial, you can contact us at privacy-mail@ambivo.com.

Interactions with Ambivo: We may record, analyze and use your interactions with us, including email, telephone, and chat conversations with our sales and customer support professionals, for improving our interactions with you and other customers.

Information that we collect automatically

Information from browsers, devices and servers: When you visit our websites, we collect information that web browsers, mobile devices and servers make available, such as the internet protocol address, browser type, language preference, time zone, referring URL, date and time of access, operating system, mobile device manufacturer and mobile network information. We include these in our log files to understand more about visitors to our websites.

Information from first party cookies and tracking technologies: We use temporary and permanent cookies to identify users of our services and to enhance user experience. We embed unique identifiers in our downloadable products to track usage of the products. We also use cookies, beacons, tags, scripts, and other similar technologies to identify visitors, track website navigation, gather demographic information about visitors and users, understand email campaign effectiveness and for targeted visitor and user engagement by tracking your activities on our websites. We only use first-party cookies and do not use third-party cookies or other third-party tracking technologies on our websites. We also use first-party Local Storage Objects (LSOs) such as HTML5 to store content information and preferences to provide certain features.

Information from application logs and mobile analytics: We collect information about your use of our products, services and mobile applications from application logs and in-house usage analytics tools, and use it to understand how your business use and needs can improve our products. This information includes clicks, scrolls, features accessed, access time and frequency, errors generated, performance data, storage utilized, user settings and configurations, and devices used to access and their locations.

Information that we collect from third parties

Signups using federated authentication service providers: You can log in to Ambivo Services using supported federated authentication service providers such as Microsoft and Google. These services will authenticate your identity and give you the option to share certain personal information with us, such as your name and email address.

Referrals: If someone has referred any of our products or services to you through any of our referral programs, that person may have provided us your name, email address and other personal information. You may contact us at privacy-mail@ambivo.com to request that we remove your information from our database. If you provide us information about another person, or if another person gives us your information, we will only use that information for the specific reason for which it was provided to us.

Information from social media sites and other publicly available sources: When you interact or engage with us on social media sites such as Facebook, Twitter, Google+ and Instagram through posts, comments, questions and other interactions, we may collect such publicly available information, including profile information, to allow us to connect with you, improve our products, or better understand user reactions and issues. We must tell you that once collected, this information may remain with us even if you delete it from the social media sites. Ambivo may also add and update information about you, from other publicly available sources.

Purposes for using information

In addition to the purposes mentioned above, we may use your information for the following purposes:

• To communicate with you (such as through email) about products that you have downloaded and services that you have signed up for, changes to this Privacy Policy, changes to the Terms of Service, or important notices;
• To provide customer support, and to analyze and improve our interactions with customers;
• To detect and prevent fraudulent transactions and other illegal activities, to report spam, and to protect the rights and interests of Ambivo, Ambivo's users, third parties and the public;
• To update, expand and analyze our records, identify new customers, and provide products and services that may be of interest to you;

Legal bases for collecting and using information

Legal processing bases applicable to Ambivo: If you are an individual from the European Economic Area (EEA), our legal basis for information collection and use depends on the personal information concerned and the context in which we collect it. Most of our information collection and processing activities are typically based on (i) contractual necessity, (ii) one or more legitimate interests of Ambivo or a third party that are not overridden by your data protection interests, or (iii) your consent. Sometimes, we may be legally required to collect your information, or may need your personal information to protect your vital interests or those of another person.

Withdrawal of consent: Where we rely on your consent as the legal basis, you have the right to withdraw your consent at any time, but this will not affect any processing that has already taken place.

Legitimate interests notice: Where we rely on legitimate interests as the legal basis and those legitimate interests are not specified above, we will clearly explain to you what those legitimate interests are at the time that we collect your information.

Your choice in information use

• Opt out of non-essential electronic communications:You may opt out of receiving newsletters and other non-essential messages by using the 'unsubscribe' function included in all such messages. However, you will continue to receive notices and essential transactional emails.
• Disable cookies: You can disable browser cookies before visiting our websites. However, if you do so, you may not be able to use certain features of the websites properly.
• Optional information: You can choose not to provide optional profile information such as your photo. You can also delete or change your optional profile information. You can always choose not to fill in non-mandatory fields when you submit any form linked to our websites.

Who we share your information with

We do not sell any personal information. We share your information only in the ways that are described in this Privacy Policy, and only with parties who adopt appropriate confidentiality and security measures.

• Employees and independent contractors: Employees and independent contractors of all Ambivo have access to the information covered in Part I on a need-to-know basis. We require all employees and independent contractors of Ambivo group entities to follow this Privacy Policy for personal information that we share with them.
• Third-party service providers: We do not have Third Party Service Providers.
• Reselling partners: We do not have any resellers.
• Other cases: Other scenarios in which we may share the same information covered under Parts I and II are described in Part III.

Your rights with respect to information we hold about you as a controller

If you are in the European Economic Area (EEA), you have the following rights with respect to information that Ambivo holds about you. Ambivo undertakes to provide you the same rights no matter where you choose to live.

• Right to access:You have the right to access (and obtain a copy of, if required) the categories of personal information that we hold about you, including the information's source, purpose and period of processing, and the persons to whom the information is shared.
• Right to rectification: You have the right to update the information we hold about you or to rectify any inaccuracies. Based on the purpose for which we use your information, you can instruct us to add supplemental information about you in our database.
• Right to erasure: You have the right to request that we delete your personal information in certain circumstances, such as when it is no longer necessary for the purpose for which it was originally collected.
• Right to restriction of processing: You may also have the right to request to restrict the use of your information in certain circumstances, such as when you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
• Right to data portability: You have the right to transfer your information to a third party in a structured, commonly used and machine-readable format, in circumstances where the information is processed with your consent or by automated means.
• Right to object: You have the right to object to the use of your information in certain circumstances, such as the use of your personal information for direct marketing.
• Right to complain: You have the right to complain to the appropriate supervisory authority if you have any grievance against the way we collect, use or share your information. This right may not be available to you if there is no supervisory authority dealing with data protection in your country.

Retention of information

We retain your personal information for as long as it is required for the purposes stated in this Privacy Policy. Sometimes, we may retain your information for longer periods as permitted or required by law, such as to maintain suppression lists, prevent abuse, if required in connection with a legal claim or proceeding, to enforce our agreements, for tax, accounting, or to comply with other legal obligations. When we no longer have a legitimate need to process your information, we will delete or anonymize your information from our active databases. We will also securely store the information and isolate it from further processing on backup discs until deletion is possible.

Part II – Information that Ambivo processes on your behalf

Information entrusted to Ambivo and purpose

Information provided in connection with services:You may entrust information that you or your organization ("you") control, to Ambivo in connection with use of our services or for requesting technical support for our products. This includes information regarding your customers and your employees (if you are a controller) or data that you hold and use on behalf of another person for a specific purpose, such as a customer to whom you provide services (if you are a processor). The data may either be stored on our servers when you use our services, or transferred or shared to us as part of a request for technical support or other services.

Information from mobile devices:When you elect to allow it, some of our mobile applications have access to the camera, call history, contact information, photo library, and other information stored on your mobile device. Our applications require such access to provide their services. Similarly, when you elect to provide access, location-based information is also collected for purposes including, but not limited to, locating nearby contacts or setting location-based reminders. This information will be exclusively shared with our mapping providers and will be used only for mapping user locations. You may disable the mobile applications' access to this information at any time by editing the settings on your mobile device.

Information from Authorized Access to Gmail or Microsoft Email: When you elect to allow it, Ambivo may request optional authorization to Gmail or Microsoft Mail using OAUTH2 Access. The use of information received from Gmail APIs will adhere to Google's Limited Use Requirements. The use of information received from Microsoft APIs will adhere to Microsoft's Limited Use Requirements. As this is a voluntary integration you may disable Ambivo's access to Gmail or Microsoft Email any time.

(All the information entrusted to Ambivo is collectively termed "service data")

Ownership and control of your service data

We recognize that you own your service data. We provide you complete control of your service data by providing you the ability to (i) access your service data, (ii) share your service data through supported third-party integrations, and (iii) request export or deletion of your service data.

How we use service data

We process your service data when you provide us instructions through the various modules of our services. For example, when you generate a sales order, information such as the name and address of your customer will be used to generate the sales order; and when you use our campaign management service for email marketing, the email addresses of the persons on your mailing list will be used for sending the emails.

Push notifications

If you have enabled notification on our desktop and mobile applications, we will push notifications through a push notification provider such as Apple Push Notification Service, Google Cloud Messaging or Windows Push Notification Services. You can manage your push notification preferences or deactivate these notifications by turning off notifications in the application or device settings.

Who we share service data with

• Employees and independent contractors:We may provide access to your service data to our employees and individuals who are independent contractors of the Ambivo involved in providing the services (collectively our "employees") so that they can identify, analyze and resolve errors, manually verify emails reported as spam, or manually verify scanned images that you submit to us. We ensure that access by our employees to your service data is restricted to specific individuals, and is logged and audited.
• Collaborators and other users: Some of our products or services allow you to collaborate with other users or third parties. Initiating collaboration may enable other collaborators to view some or all of your profile information.
• Third-party integrations you have enabled: If you choose to enable any third-party integrations, you may be allowing the third party to access your service information and personal information about you.
• Other cases: Other scenarios in which we may share information that are common to information covered under Parts I and II are described in Part III.

Retention of information

We hold the data in your account as long as you choose to use Ambivo Services. Once you terminate your Ambivo user account, your data will eventually get deleted from active database during the next clean-up that occurs once in 6 months. The data deleted from active database will be deleted from backups after 3 months.

Data subject requests

If you are from the European Economic Area and you believe that we store, use or process your information on behalf of one of our customers, please contact the customer if you would like to access, rectify, erase, restrict or object to processing, or export your personal data. We will extend our support to our customer in responding to your request within a reasonable timeframe.

Part III – General

Children's personal information

Our products and services are not directed to individuals under 16. Ambivo does not knowingly collect personal information from children who are under 16 years of age. If we become aware that a child under 16 has provided us with personal information, we will take steps to delete such information. If you believe that a child under 16 years has provided personal information to us, please write to privacy-mail@ambivo.com with the details, and we will take the necessary steps to delete the information we hold about that child.

How secure is your information

Please write to security@Ambivo.com with any questions.

Data Protection Officer

We have appointed a Data Protection Officer to oversee our management of your personal information in accordance with this Privacy Policy. If you have any questions or concerns about our privacy practices with respect to your personal information, you can reach out to our Data Protection Officer by sending an email to dpo@Ambivo.com or by writing to: Data Protection Officer, Ambivo, 700 Craighead St Suite 200 Nashville, TN 37204 USA.

Locations and international transfers

We share your personal information and service data within Ambivo. We do not have International offices and we are located in the USA at one location (Nashville, TN). By accessing or using our products and services or otherwise providing personal information or service data to us, you consent to the processing, transfer, and storage of your personal information or Service Data within the United States of America, the European Economic Area (EEA) and other countries where Ambivo operates.

Data processing addendum

To enable you to be compliant with the data protection obligations under the General Data Protection Regulation, we are prepared to sign a Data Processing Addendum (DPA) that is based on Standard Contractual Clauses. You can request a DPA from Ambivo by writing to privacy-mail@ambivo.com. Once we get your request, we'll forward the DPA to you for your signature.

Do Not Track (DNT) requests

Some internet browsers have enabled 'Do Not Track' (DNT) features, which send out a signal (called the DNT signal) to the websites that you visit indicating that you don't wish to be tracked. Currently, there is no standard that governs what websites can or should do when they receive these signals. For now, we do not take action in response to these signals.

External links on our websites

Some pages of our websites may contain links to websites that are not linked to this Privacy Policy. If you submit your personal information to any of these third-party sites, your personal information is governed by their privacy policies. As a safety measure, we recommend that you not share any personal information with these third parties unless you've checked their privacy policies and assured yourself of their privacy practices.

Blogs and forums

We offer publicly accessible blogs and forums on our websites. Please be aware that any information you provide on these blogs and forums may be used to contact you with unsolicited messages. We urge you to be cautious in disclosing personal information in our blogs and forums. Ambivo is not responsible for the personal information you elect to disclose publicly. Your posts and certain profile information may remain even after you terminate your account with Ambivo. To request the removal of your information from our blogs and forums, you can contact us at privacy-mail@ambivo.com.

Social media widgets

Our websites include social media widgets such as Facebook "like" buttons and Twitter "tweet" buttons that let you share articles and other information. These widgets may collect information such as your IP address and the pages you navigate in the website, and may set a cookie to enable the widgets to function properly. Your interactions with these widgets are governed by the privacy policies of the companies providing them.

Disclosures in compliance with legal obligations

We may be required by law to preserve or disclose your personal information and service data to comply with any applicable law, regulation, legal process or governmental request, including to meet national security requirements.

Enforcement of our rights

We may disclose personal information and service data to a third party if we believe that such disclosure is necessary for preventing fraud, investigating any suspected illegal activity, enforcing our agreements or policies, or protecting the safety of our users.

Business Transfers

We do not intend to sell our business. However, in the unlikely event that we sell our business or get acquired or merged, we will ensure that the acquiring entity is legally bound to honor our commitments to you. We will notify you via email or through a prominent notice on our website of any change in ownership or in the uses of your personal information and service data.

Compliance with this Privacy Policy

We make every effort, including periodic reviews, to ensure that personal information you provide is used in conformity with this Privacy Policy. If you have any concerns about our adherence to this Privacy Policy or the manner in which your personal information is used, kindly write to us at privacy-mail@ambivo.com. We'll contact you, and if required, coordinate with the appropriate regulatory authorities to effectively address your concerns.

Notification of changes

We may modify the Privacy Policy at any time, upon notifying you through a service announcement or by sending an email to your primary email address. If we make significant changes to the Privacy Policy that affect your rights, you will be provided with at least 30 days' advance notice of the changes by email to your primary email address. If you think that the updated Privacy Policy affects your rights with respect to your use of our products or services, you may terminate your use by sending us an email within 30 days. Your continued use after the effective date of changes to the Privacy Policy will be deemed to be your agreement to the modified Privacy Policy. You will not receive email notification of minor changes to the Privacy Policy. If you are concerned about how your personal information is used, you should check back at /privacy-policy periodically.

Ambivo, Inc.
700 Craighead St Suite 200
Nashville, TN 37204 USA