Relate Research and Technology Co. ("Company" or "We") respects your privacy and is committed to protecting it through our compliance with this policy.

This policy describes the types of information we may collect from you or that you may provide when you visit our website (our "Website") and our practices for collecting, using, maintaining, protecting, and disclosing that information.

This policy applies to information we collect:

• On this Website.

• In email, text, and other electronic messages between you and this Website.

• When you interact with our advertising and applications on third-party websites, applications and services, if those websites, applications or advertising include links to this policy.

It does not apply to information collected by:

• Us offline or through any other means, including on any other websites or applications operated by the Company or any third party (including our affiliates and subsidiaries); or

• Any third party (including our affiliates and subsidiaries), including through any application or content (including advertising) that may link to or be accessible from or through the Website.

Please read this policy carefully to understand our policies and practices regarding your information and how we will treat it. If you do not agree with our policies and practices, your choice is not to use our Website. By accessing or using this Website, you agree to this privacy policy. This policy may change from time to time (see Changes to Our Privacy Policy). Your continued use of this Website after we make changes is deemed to be acceptance of those changes, so please check the policy periodically for updates.

Children Under the Age of 18

Our Website is not intended for children under 18 years of age. No one under age 18 may provide any information to or on the Website. We do not knowingly collect personal information from children under 18. If you are under 18, do not use or provide any information on this Website or through any of its features, register on the Website, make any purchases through the Website, use any of the interactive features of this Website, or provide any information about yourself to us, including your name, address, telephone number, email address, or any screen name or user name you may use. If we learn we have collected or received personal information from a child under 18 without verification of parental consent, we will delete that information. If you believe we might have any information from or about a child under 18, please contact us at getstarted@trustrelate.com.

Residents of certain states under 13, 16, or 18 years of age may have additional rights regarding the collection and sale of their personal information. Please see Your State Privacy Rights for more information.

We collect several types of information from and about users of our Website, including information:

• By which you may be personally identified, such as name, postal address, email address, telephone number ("personal information");

• That is about you but individually does not identify you; and/or

• About your internet connection, the equipment you use to access our Website, and usage details.

We collect this information:

• Directly from you when you provide it to us.

• Automatically as you navigate through the site. Information collected automatically may include usage details, IP addresses, and information collected through cookies, web beacons, and other tracking technologies.

• From third parties, for example, our business partners.

The information we collect on or through our Website may include:

• Information that you provide by filling in forms on our Website.

• Records and copies of your correspondence (including email addresses), if you contact us.

• Details of transactions you carry out through our Website and of the fulfillment of your orders. You may be required to provide financial information before placing an order through our Website.

• Your search queries on the Website.

You also may provide information to be published or displayed (hereinafter, "posted") on public areas of the Website, or transmitted to other users of the Website or third parties (collectively, "User Contributions"). Your User Contributions are posted on and transmitted to others at your own risk. Additionally, we cannot control the actions of other users of the Website with whom you may choose to share your User Contributions. Therefore, we cannot and do not guarantee that your User Contributions will not be viewed by unauthorized persons.

How We Use Your Information for Marketing

With your consent, we may use your contact information (name and email address) to send you marketing communications about:

• Product updates and new features

• Company news and announcements

• Educational content and resources

• Promotional offers and events

• Newsletters and industry insights

Third-Party Marketing Tools

We use HubSpot, a third-party customer relationship management (CRM) and marketing automation platform, to manage and send our marketing communications. When you provide us with your contact information or interact with our marketing materials, this information may be stored and processed through HubSpot.

Information shared with HubSpot includes:

• Name and email address

• Company name and job title (if provided)

• Website interaction data (pages visited, forms submitted)

• Email engagement data (opens, clicks, responses)

HubSpot's use of your information is governed by their privacy policy, available at https://legal.hubspot.com/privacy-policy.

Your Marketing Communication Rights

You have the right to opt out of receiving marketing communications from us at any time. You can:

• Unsubscribe via email: Click the "unsubscribe" link at the bottom of any marketing email we send you

• Update preferences: Manage your communication preferences through the link provided in our emails

• Email us directly: Contact us at getstarted@trustrelate.com with "Unsubscribe" in the subject line

• Account settings: Adjust your communication preferences in your account settings (if you have an account with us)

Important notes:

• Opting out of marketing emails will not affect transactional or service-related emails (such as password resets, billing notifications, or important service updates)

• We will process opt-out requests within 10 business days

• Even after opting out, we may retain your information for record-keeping and legal compliance purposes

Data We Access from Third-Party Calendar Services

Our application integrates with Google Calendar and Microsoft Outlook Calendar services for authentication and calendar viewing purposes. We access the following types of user data from these services:

From Google:

• Google Account Information: Name and email address for account creation and sign-in

• Google Calendar Data (Read-Only): Event titles, descriptions, participants, meeting times, meeting links, and locations for display purposes only

From Microsoft:

• Microsoft Account Information: Name and email address for account creation and sign-in

• Microsoft Outlook Calendar Data (Read-Only): Event titles, descriptions, participants, meeting times, meeting links, and locations for display purposes only

How We Use Third-Party Calendar Data

We use calendar data from Google and Microsoft solely to:

• Authentication: Allow you to sign in or create an account using your Google or Microsoft credentials

• Calendar Display: Show your calendar events within our application interface so you can select meetings to record and analyze

• Meeting Bot Deployment: Identify which meetings to add our AI meeting assistant to, based on your selection

Important limitations:

• We do not write to, modify, or update your Google Calendar or Microsoft Outlook Calendar

• We do not create, edit, or delete calendar events on either platform

• Calendar data is only used for visual display and meeting selection within our application

• We use Recall.ai's calendar synchronization service to access and display your calendar events from both Google and Microsoft

Sharing of Third-Party Calendar Data

We do not sell calendar data from Google or Microsoft. We share this data only with:

• Recall.ai: Our meeting recording infrastructure provider, which handles calendar synchronization and bot deployment. Recall.ai accesses your calendar data to sync meeting information and join meetings on your behalf. For more information, see Recall.ai's documentation on Google Calendar integration and Microsoft Outlook integration.

• HubSpot: Our customer relationship management (CRM) and marketing platform. HubSpot does not access your calendar data. We only share basic contact information (name, email) for marketing communication purposes.

• Service Providers: Essential infrastructure providers (cloud hosting, authentication services) under strict confidentiality agreements

• Legal Requirements: When required by law, subpoena, or court order

For Google API Services specifically: Our use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

For Microsoft Graph API specifically: Our use of information received from Microsoft Graph APIs complies with Microsoft's API Terms of Use and Privacy Standards.

Data Storage and Security for Calendar Information

Storage Practices:

• Your Google or Microsoft account credentials are never stored by us - authentication is handled through OAuth 2.0 protocol

• Calendar event data is stored in our secure cloud database and encrypted both in transit (TLS 1.2+) and at rest (AES-256)

• Access is restricted to authorized personnel only with role-based access controls

Security Measures:

• Industry-standard encryption protocols

• Regular security audits and vulnerability assessments

• Secure cloud infrastructure with physical and network security

• Multi-factor authentication for administrative access

Data Retention and Deletion for Calendar Information

Retention Period:

• Calendar Data: Stored in our secure cloud database for as long as your account is active and your calendar connection remains enabled. Calendar data is used to display your schedule and track which meetings have been recorded.

• Account Information: Retained while your account is active

• Meeting Recordings and Insights: Once a meeting has been recorded and insights have been successfully generated, this data is stored according to your account preferences and retained for as long as your account is active

Your Deletion Rights:

You can disconnect your calendar synchronization at any time through our application settings. When you disconnect:

• Our ability to sync new calendar events will immediately cease

• Previously synced calendar data will remain in your account for reference to past meetings

• You can continue to access previously generated meeting recordings and insights

You can revoke our access to your Google or Microsoft calendar data at any time by:

For Google:

1. Disconnecting your Google Calendar in our application settings

2. Visiting your Google Account permissions page and removing Relate's access

3. Deleting your account through our application settings

4. Emailing us at getstarted@trustrelate.com

For Microsoft:

1. Disconnecting your Microsoft Outlook Calendar in our application settings

2. Visiting your Microsoft Account apps & services page and removing Relate's access

3. Deleting your account through our application settings

4. Emailing us at getstarted@trustrelate.com

When you delete your account:

• All calendar data stored in our system will be permanently deleted within 30 days

• All meeting recordings and generated insights will be permanently deleted within 30 days

• Your authentication connection will be disconnected

• Backup copies will be removed within 90 days

When you only disconnect calendar sync (without deleting your account):

• New calendar events will no longer be synced

• Historical calendar data and associated meeting recordings/insights will remain accessible in your account

• You can reconnect your calendar at any time

We do not use Google user data or Microsoft user data (calendar information or account details) to train AI or machine learning models.

Our AI meeting assistant analyzes meeting recordings (audio/video captured during meetings you've authorized us to join), not your calendar data from Google or Microsoft. Calendar information is used solely for display and meeting selection purposes.

To ask questions or comment about this privacy policy and our privacy practices, contact us at:

Relate Research and Technology Co.
14 Munroe Rd
Lexington, MA 02421
Email: getstarted@trustrelate.com