RACPRO Privacy Policy

RACPRO (“we,” “our,” and/or “us”) values the privacy of individuals who use our application, websites, and related services (collectively, our “Services”). This privacy policy (the “Privacy Policy”) explains how we collect, use, and disclose information from users of our Services (“Users”). By using our Services, you agree to the collection, use, disclosure, and procedures this Privacy Policy describes. It also informs you about your rights and choices with respect to your personal information, and how you can contact us if you have any questions or concerns. Beyond the Privacy Policy, your use of our Services is also subject to our Terms of Service (https://www.racpro.com.au/terms).

In this Privacy Policy, “personal information” means any information related to an identified or identifiable individual and does not include aggregated data or data whereby personally identifiable information has been removed (such as anonymous data). Personal information also includes both Registration Information and Meeting Content Information. “Registration Information” means personal information used to create an account for our Services, which includes your first and last name, and email address. “Meeting Content Information” means certain personal information we collect from you or create for you when you use the Services, including meeting notes, meeting recordings including audio and video, meeting transcripts, meeting content, names and emails of meeting attendees and other meeting information on your Google or calendar.

Please read this Privacy Policy carefully so that you understand your rights in relation to your personal information, and how we will collect, use and process your personal information. If you do not agree with this Privacy Policy, our Terms of Service or any part thereof, you should not access or use any part of our Services or otherwise provide us with your personal information. If you change your mind in the future, you must stop using our Services and you may exercise your rights in relation to your personal information as set out in this Privacy Policy.

RACPRO is the entity responsible for the processing of your personal information, and for the purpose of the European Union’s General Data Protection Regulation, is the data controller in respect of the processing of your personal information. Where we have an arrangement in place with a customer who is encouraging you to use our Services (for example, your employer or another business or organization), we in some circumstances obtain and process your personal information on behalf of and at the instructions of such a customer. Such customers will be considered as the data controllers under the European Union’s General Data Protection Regulation, and we will be considered as the data processors. Their privacy policies will apply to the processing of your information, and we encourage you to read their privacy policies.

Information We Collect

We may collect a variety of information from or about you or your devices from various sources, as described below.

A. Personal Information You Provide to Us.

Profile Information. You provide us with Registration Information when you connect to our Services using third-party login options such as Google, Microsoft, or a single sign-on (“SSO”). At account registration, our Services will link to your Google Calendar . You may also elect to connect your RACPRO account to your Zoom account or other compatible third-party conferencing applications. If you sign up for notifications or updates, or participate in our surveys, we may ask you for your name, email address, and job title or role.

Communications. If you contact us directly, we may receive additional personal information about you. For example, when you contact our Customer Support Team, we will receive your name, email address, the contents of a message or attachments that you may send to us, and other information you choose to provide. If you subscribe to our newsletter, then we will collect certain information from you, such as your email address. When we send you emails, we may track whether you open them to learn how to deliver a better customer experience and improve our Services. You may opt-out or unsubscribe from these emails at any time by clicking the “Unsubscribe” link in the email.

Meeting Recordings. If you use our Services to record or transcribe your meetings, we will receive the personal information contained in the content of those meetings. If you use our Services to tag, take notes on, or rate your meetings, we will similarly receive the personal information contained in the content and timestamps of those actions.

B. Personal Information We Collect When You Use Our Services.

Device Information. We receive information about the device and software you use to access our Services, including IP address, web browser type, operating system version, application installations, and device identifiers.

Usage Information. To help us understand how you use our Services and to help us improve them, we automatically receive information about your interactions with our Services, like the pages or other content you view, the searches you conduct, on-page events, your comments, any content you post, and the dates and times of your visits.

Information from Cookies and Similar Technologies. We collect information using cookies, pixel tags, or similar technologies to collect information about your online activities. Cookies are small text files containing a string of alphanumeric characters. We may use both session cookies and persistent cookies. A session cookie disappears after you close your browser. A persistent cookie remains after you close your browser and may be used by your browser on subsequent visits to our Services. Please see our Cookie Policy for more information.

Please review your web browser’s “Help” file to learn the proper way to modify your cookie settings. Please note that if you delete or choose not to accept cookies from the Service, you may not be able to utilize the features of the Service to their fullest potential.

Meeting Information. When you use our Services to record or transcribe meetings, we receive information about those meetings, such as the date and time of the meeting and the parties’ names, attendee identifiers, and email addresses. We also receive Meeting Content Information of the meeting including the meeting audio, video, and speaker identification. By using our Services to record or transcribe meetings, you understand that your meeting will be recorded, and you agree to allow us to record your meeting for you solely in accordance with our Terms of Service. Please note that the contents of the meeting may also contain the personal information of other meeting participants, such as your co-workers or individuals from other organizations. Some states or countries require all parties to consent before recording a video or audio meeting — not just the consent of one party to the communication (i.e., yourself). Please make sure you have the necessary permissions and consents from other meeting participants before using our Services and/or sharing personal information with us.

As a data controller, we do not collect any sensitive data that includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data nor do we collect any information about criminal convictions and offenses. If this type of data is discussed in your meeting, you are the controller of this data and such data will be considered Meeting Content Information. You must have a proper legal basis to collect such data.

C. Information We Receive from Third Parties.

Information from other Users of our Services. We may receive personal information about you when a User uses our Services to send you an invite to join a meeting or uses our Services to record or transcribe a meeting in which you are a meeting participant. This information may include your name and email address, as well as the contents of the meeting including the meeting audio, video, and speaker identification.

Information from third party services. When you link our Services to a third party service, such as Google, HubSpot, Salesforce, Slack, Zapier, or Zoom, we will receive personal information about you, including your name, email address, calendar and meeting information (such as meeting title, date, time, location, meeting join URL and attendees), profile information, and photo. Please note that linking a Google Calendar account is core to our Services and without linking a Google Calendar, you will not be able to successfully use our Services.

Other third parties. We may receive additional information about you, such as usage data from third parties such as vendors, and other marketing partners and combine it with other information we have about you.

Please note that personal information collected by a third party in this manner is subject to that third party’s own data collection, use, and disclosure policies. Please see the “Third Parties” section below for more information.

How We Use the Information We Collect

We use the information we collect:

To provide, maintain, improve, and enhance our Services;
To share a copy of your recorded meetings with you. If you are not a current User but use our Services to access a recorded meeting that has been shared with you or otherwise interact with us, we may also use your personal information to market our services to you;
To understand and analyze how you use our Services and develop new products, services, features, and functionality;
To communicate with you, provide you with updates and other information relating to our Services, provide information that you request, respond to comments and questions, and otherwise provide customer support;
To facilitate the connection of third-party services or applications, such as Google Calendar, or Zoom. We use your calendar data to discover upcoming meetings. This allows us to display those meetings to you in RACPRO for meeting recording and annotation. This data is read-only. We will not modify your meetings or any other Google-hosted data;
For marketing and advertising our Services to you;
To generate anonymized, aggregate data containing only de-identified, non-personal information that we may use for any purpose;
To facilitate transactions;
To find and prevent fraud, and respond to trust and safety issues that may arise;
For compliance purposes, including enforcing our Terms of Service or other legal rights, or as may be required by applicable laws and regulations or requested by any judicial process or governmental agency; and
For other purposes for which we provide specific notice at the time the information is collected.

If you are in the European Economic Area or the UK, we only process your personal information when we have a valid lawful basis.

Consent. We may use your personal information when you have given your consent to do so.
Contractual necessity. We may use your personal information to perform our end of our contracts with you. For example, to provide you with the Services.
Legal obligation. We may use your personal information when we are legally required to. For example, to comply with tax and accounting obligations, or to comply with a court order.
Legitimate interest. We may use your personal information when we, or a third party, have a legitimate interest in doing so. For example, we have a legitimate interest in understanding usage and improving the Services. We only rely on our or a third party’s legitimate interests to process personal information when these interests are not overridden by your rights and interests.

How We Disclose the Information We Collect

Other Meeting Participants. When you use our Services to record a meeting, we may share a copy of that meeting with other meeting participants (according to your Services automatic sharing configurations and requests) if we have their email address.

Vendors and Service Providers. We may disclose any information we receive with vendors and service providers retained in connection with the provision of our Services. We disclose Meeting Content Information with a limited number of service providers and vendors solely to help us provide and deliver the Services to you.

Third Party App Integrations. When you connect a third-party application such as Google, Microsoft, Zoom or any other compatible third-party conferencing application to our Services, we may share information such as your meeting notes, links to video clips, or portions of the meeting transcript with that third party. Please note that you will not be able to successfully use our Services without connecting your Google or Microsoft calendar to our Services.

Marketing. We do not sell or share your personal information with non-affiliated companies for their own direct marketing purposes, unless we have your permission. We do not sell Meeting Content Information or information about your meeting attendees to anyone.

Consent. We may also disclose your personal information with your permission.

Data Retention

We store all personal information for as long as necessary to fulfill the purposes set out in this Privacy Policy, or for as long as we are required to do so by law or in order to comply with a regulatory obligation. When deleting personal information, we will take measures to render such personal information irrecoverable or irreproducible, and the electronic files which contain personal information will be permanently deleted.

Delete your Account or Pose a Question

You can delete your RACPRO account at any time from your account settings. If you no longer use our Services, your account and the personal information in it will remain unless you actively delete the account from your account settings. If we receive an account deletion request, we will use commercially reasonable efforts to delete your recordings and personal information within 30 days of your account deletion request, although we cannot guarantee that deletion will always occur within this timeframe. However, if we are legally required to retain that information under applicable laws, we will retain your personal information, subject to the “Data Retention” Section above, but we will take measures to pseudonymize it.

If you deauthorize RACPRO through your Google account settings, your RACPRO account will be disabled until you reconnect either a Google Calendar account. As noted above, linking a Google Calendar account is core to our Services and without a linked a Google Calendar, you will not be able to successfully use our Services.

Please note that, if you use our Services through a business account of one of our customers, for example your employer or another business or organization, their privacy policies will apply to the processing and deletion of your information. We will not be able to delete the personal information on the business account on your request. If you have questions about your privacy on the Services or this Privacy Policy, please contact us at privacy@racpro.com.au.

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