Datenschutzerklärung

What personal information do we collect?

When ordering or registering on our site, as appropriate, you may be asked to enter your name, email address, mailing address, phone number, Social Links and more or other details to help you with your experience.

When do we collect information?

We collect information from you when you register on our site, place an order, subscribe to a newsletter, respond to a survey, fill out a form, Use Live Chat, Open a Support Ticket or enter information on our site. Provide us with feedback on our products or services

How do we use your information?

We may use the information we collect from you when you register, make a purchase, sign up for our newsletter, respond to a survey or marketing communication, surf the website, or use certain other site features in the following ways:

• To personalize your experience and to allow us to deliver the type of content and product offerings in which you are most interested.
• To improve our website in order to better serve you.
• To allow us to better service you in responding to your customer service requests.
• To administer a contest, promotion, survey or other site feature.
• To quickly process your transactions.
• To ask for ratings and reviews of services or products
• To follow up with them after correspondence (live chat, email or phone inquiries)

How do we protect your information?

We do not use vulnerability scanning and/or scanning to PCI standards. An external PCI compliant payment gateway handles all CC transactions. We use regular Malware Scanning.

Your personal information is contained behind secured networks and is only accessible by a limited number of persons who have special access rights to such systems, and are required to keep the information confidential. In addition, all sensitive/credit information you supply is encrypted via Secure Socket Layer (SSL) technology.

We implement a variety of security measures when a user places an order enters, submits, or accesses their information to maintain the safety of your personal information.

All transactions are processed through a gateway provider and are not stored or processed on our servers.

Do we use 'cookies'?

Yes. Cookies are small files that a site or its service provider transfers to your computer's hard drive through your Web browser (if you allow) that enables the site's or service provider's systems to recognize your browser and capture and remember certain information. For instance, we use cookies to help us remember and process the items in your shopping cart. They are also used to help us understand your preferences based on previous or current site activity, which enables us to provide you with improved services. We also use cookies to help us compile aggregate data about site traffic and site interaction so that we can offer better site experiences and tools in the future.

We use cookies to:

• Help remember and process the items in the shopping cart.
• Understand and save user's preferences for future visits.
• Keep track of advertisements.
• Compile aggregate data about site traffic and site interactions in order to offer better site experiences and tools in the future. We may also use trusted third-party services that track this information on our behalf.

You can choose to have your computer warn you each time a cookie is being sent, or you can choose to turn off all cookies. You do this through your browser settings. Since browser is a little different, look at your browser's Help Menu to learn the correct way to modify your cookies.

If users disable cookies in their browser:

If you turn cookies off, Some of the features that make your site experience more efficient may not function properly.Some of the features that make your site experience more efficient and may not function properly.

Third-party disclosure

Do we disclose the information we collect to Third-Parties?

We sell,trade, or otherwise transfer to outside parties your name, address,city,town, any form or online contact identifier email, name of chat account etc., screen name or user names, phone number

We engage in this practice because: We sell data as a service. Personally Identifiable Information.

Mailbox and calendar data is excluded from this practice. Data we receive from Google or Microsoft when you connect a mailbox or calendar (your emails, calendar events, the people in them and anything derived from them, including in aggregated or anonymized form) is never sold, traded or licensed. It is never added to the data we provide as a service, and never used or transferred for advertising or marketing. See Google and Microsoft mailbox data below.

Text messaging opt-in data is excluded from this practice. No mobile information, including SMS/text messaging originator opt-in data and consent, will be shared with third parties or affiliates for marketing or promotional purposes. All the categories of information described above exclude text messaging originator opt-in data and consent — this information is not shared with any third party for any purpose. See Text Messaging (SMS/WhatsApp) Terms below.

We also use trusted third-party service providers to operate and improve the platform — including cloud hosting, email delivery, payment processing, security and bot protection, and analytics. These providers process data only as needed to provide their services to us, and the providers we use may change from time to time.

Text Messaging (SMS/WhatsApp) Terms

If you provide your mobile phone number to Salestools — for example, when requesting a demo, starting a trial, or contacting us — you may receive text messages (SMS, MMS, or WhatsApp) from us. By providing your number and opting in, you consent to receive these messages.

Messages may include account and customer service notifications and appointment or demo reminders, and, where you have separately opted in, promotional or marketing messages. Message frequency varies. Message and data rates may apply.

You can opt out of text messages at any time by replying STOP to any message you receive from us. After you reply STOP, we will send one final confirmation message and you will not receive further text messages from us unless you opt in again. For help, reply HELP to any message, or contact us at info@salestools.io or +1 (650) 741-0510.

Carriers are not liable for delayed or undelivered messages. As described in Third-party disclosure above, we do not share your mobile number or SMS/WhatsApp opt-in consent with third parties for their own marketing purposes.

Third-party links

Occasionally, at our discretion, we may include or offer third-party products or services on our website. These third-party sites have separate and independent privacy policies. We therefore have no responsibility or liability for the content and activities of these linked sites. Nonetheless, we seek to protect the integrity of our site and welcome any feedback about these sites.

Google

Google's advertising requirements can be summed up by Google's Advertising Principles. They are put in place to provide a positive experience for users. https://support.google.com/adwordspolicy/answer/1316548?hl=en

We use Google AdSense Advertising on our website.

Google, as a third-party vendor, uses cookies to serve ads on our site. Google's use of the DART cookie enables it to serve ads to our users based on previous visits to our site and other sites on the Internet. Users may opt-out of the use of the DART cookie by visiting the Google Ad and Content Network privacy policy.

We have implemented the following:

• Remarketing with Google AdSense
• Google Display Network Impression Reporting
• Demographics and Interests Reporting
• DoubleClick Platform Integration

We, along with third-party vendors such as Google use first-party cookies (such as the Google Analytics cookies) and third-party cookies (such as the DoubleClick cookie) or other third-party identifiers together to compile data regarding user interactions with ad impressions and other ad service functions as they relate to our website.

Google and Microsoft mailbox data

When you connect a Gmail or Microsoft 365 / Outlook mailbox to Salestools, you allow us to read and send email for that mailbox. We use this access only to provide the Salestools features you use.

What we access

We access your name and email address and store the authorization tokens for the connection. While a mailbox is connected, we read and store recent messages in its inbox, including message bodies, subjects, sender and recipient details, dates and message headers. This can include messages that are not related to emails sent through Salestools. The permissions we request are:

• Gmail: gmail.readonly (read your email), gmail.send (send email) and your basic profile (openid, email and profile).
• Microsoft: Mail.Read, Mail.Send, User.Read, offline_access, openid and profile. Offline access keeps the connection working without signing in again.
• Google Calendar, if you connect it: calendar and calendar.events. Microsoft calendar, if you connect it: Calendars.ReadWrite, OnlineMeetings.ReadWrite, User.Read and offline_access. We read and store your calendar names and event details (titles, descriptions, locations, times, attendees, organizers and meeting links) to show your availability and book meetings you set up in Salestools.
• Older Outlook (SMTP) connections: SMTP.Send, IMAP.AccessAsUser.All, offline_access, openid, profile and email.

How we use it

• Show your email conversations in your Salestools inbox.
• Send the emails you write, approve or schedule in Salestools, including replies that are written and sent automatically under automation settings you turn on.
• Detect replies, out-of-office messages and bounces, so follow-up emails stop at the right time.
• Sort replies (for example interested, not interested or out of office) and, when you turn it on, write replies for you.
• Meeting assistant (optional, off unless you turn it on): for upcoming calendar meetings that have an online meeting link and an outside attendee, or a meeting you add it to, our meeting assistant (shown as "Olivia - Meeting Assistant") joins, records and transcribes the meeting through Recall.ai (in its EU region). An AI model (currently the model we host and operate ourselves) then writes a summary, action items and follow-up notes from the transcript. The transcript and summary are stored in Salestools; the summary is added to the notes of the related lead or deal and, if you have connected HubSpot or Salesforce and the contact is in it, sent to that CRM. Recall.ai keeps the recording under its own retention rules. The assistant joins as a visible participant; you are responsible for telling other participants that the meeting is recorded where the law requires it.
• Past conversations (optional): when you connect a mailbox, we can ask whether to import your past conversations (from 30 days up to 1 year) with people you have emailed. We import them only after you agree. Imported emails are shown only to you, in your own inbox, and are not used for automations, reply detection or AI processing. You can stop and remove the import at any time.

AI processing

To sort replies and write replies, we process the message, its subject, the sender's details and earlier messages in the same conversation with an AI model. If you turn on cross-channel history, this can also include the contact's LinkedIn and WhatsApp conversations, calls and notes in Salestools. Normally this runs on a model we host and operate ourselves. If that model cannot complete the request, an AI service provider (currently xAI, in the United States) processes it for us under its Data Processing Addendum. xAI does not use this data to train its models and normally deletes it within 30 days, unless it must keep it longer by law; its authorized staff may review it only for security and legal reasons. We do not use your email data to train or improve AI or machine learning models.

Who can see your email data

• You.
• Your team's owner, managers and admins in Salestools, through team features such as the team inbox and reply approvals. Imported past conversations are only in your own inbox and are not shown in team views.
• Other members of your team, through the Network tab: contacts found in your emails and calendar events (names, email addresses, job titles, email subject lines, meeting titles and dates), unless you mark them private (your team's managers can still see them) or your team restricts it.
• Other Salestools users who have connected the same mailbox.
• Authorized Salestools staff have technical access to stored email data. They read specific messages only when you ask us to (for example in a support request), when needed to investigate a security issue, or when the law requires it.

Storage and retention

Our main databases run on servers in Germany and Finland. Database backups are stored with Amazon Web Services in the United States for 30 days. AI processing is described above. Salestools AI Inc is a US company.

We keep stored emails, calendar data and meeting transcripts and summaries, including after you disconnect a mailbox or calendar or close your Salestools account, until you ask us to delete them. Some records of emails sent, failed or bounced through Salestools are removed after 90 days. When you disconnect a mailbox in Salestools, we delete its access tokens and its imported past conversations. To request deletion of your mailbox or calendar data, email info@salestools.io. After we delete it from our active databases, remaining backup copies expire within 30 days.

What we never do

• We do not sell or license Google or Microsoft mailbox or calendar data, or anything derived from it, including in aggregated or anonymized form.
• We do not add it to the contact or company data we provide to other customers.
• We do not use it for our own advertising or marketing, to target ads, or to train AI models.
• We do not transfer it to others except to the service providers named above to provide the features above, for security, to comply with the law, or as part of a merger or acquisition only after obtaining your explicit consent.

You can remove Salestools' access at any time in your Google Account or your Microsoft account (personal accounts, work or school accounts). This stops future access, but it does not delete emails we have already stored, including imported past conversations. Disconnecting the mailbox in Salestools deletes imported past conversations. To request deletion of other stored mailbox data, email info@salestools.io.

Google API Services User Data Policy: Salestools' use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Google Chrome Extensions

If you use our Google Chrome extension we are capturing your session cookie which cannot be used to identify you or in anyway is personal identifiable identity..

Opting out

Users can set preferences for how Google advertises to you using the Google Ad Settings page. Alternatively, you can opt out by visiting the Network Advertising Initiative Opt Out page or by using the Google Analytics Opt Out Browser add on.

California Online Privacy Protection Act

CalOPPA is the first state law in the nation to require Salestools websites and online services to post a privacy policy. The law's reach stretches well beyond California to require any person or company in the United States (and conceivably the world) that operates websites collecting Personally Identifiable Information from California consumers to post a conspicuous privacy policy on its website stating exactly the information being collected and those individuals or companies with whom it is being shared. – See more at: http://consumercal.org/california-online-privacy-protection-act-caloppa/#sthash.0FdRbT51.dpuf

According to CalOPPA, we agree to the following:

Users can visit our site anonymously. Once this privacy policy is created, we will add a link to it on our home page or as a minimum, on the first significant page after entering our website. Our Privacy Policy link includes the word 'Privacy' and can easily be found on the page specified above.

You will be notified of any Privacy Policy changes:

• On our Privacy Policy Page

Can change your personal information:

• By logging in to your account

How does our site handle Do Not Track signals?

There is not yet an industry-wide standard for how sites should respond to Do Not Track (DNT) browser signals, so our site does not currently change its behavior based on a DNT signal.

Our website may use third-party analytics and advertising cookies as described above. This does not extend to mobile phone numbers or SMS/WhatsApp opt-in data, which — as stated in Third-party disclosure and Text Messaging (SMS/WhatsApp) Terms above — is never shared with third parties or used for behavioral advertising or tracking.

COPPA (Children Online Privacy Protection Act)

When it comes to the collection of personal information from children under the age of 13 years old, the Children's Online Privacy Protection Act (COPPA) puts parents in control. The Federal Trade Commission, United States' consumer protection agency, enforces the COPPA Rule, which spells out what operators of websites and online services must do to protect children's privacy and safety online.

We do not specifically market to children under the age of 13 years old. Do we let third-parties, including ad networks or plug-ins collect PII from children under 13?

Fair Information Practices

The Fair Information Practices Principles form the backbone of privacy law in the United States and the concepts they include have played a significant role in the development of data protection laws around the globe. Understanding the Fair Information Practice Principles and how they should be implemented is critical to comply with the various privacy laws that protect personal information.

In order to be in line with Fair Information Practices we will take the following responsive action, should a data breach occur:

We will notify you via phone call

• Other

Within the guidelines set by the European Unions Data Directive.

We also agree to the Individual Redress Principle which requires that individuals have the right to legally pursue enforceable rights against data collectors and processors who fail to adhere to the law. This principle requires not only that individuals have enforceable rights against data users, but also that individuals have recourse to courts or government agencies to investigate and/or prosecute non-compliance by data processors.

CAN SPAM Act

The CAN-SPAM Act is a law that sets the rules for commercial email, establishes requirements for commercial messages, gives recipients the right to have emails stopped from being sent to them, and spells out tough penalties for violations.

We collect your email address in order to:

• Send information, respond to inquiries, and/or other requests or questions
• Process orders and to send information and updates pertaining to orders.
• Send you additional information related to your product and/or service
• Market to our mailing list or continue to send emails to our clients after the original transaction has occurred.

To be in accordance with CANSPAM, we agree to the following:

• Not use false or misleading subjects or email addresses.
• Identify the message as an advertisement in some reasonable way.
• Include the physical address of our business or site headquarters.
• Monitor third-party email marketing services for compliance, if one is used.
• Honor opt-out/unsubscribe requests quickly.
• Allow users to unsubscribe by using the link at the bottom of each email.

If at any time you would like to unsubscribe from receiving future emails, you can email us at

• Follow the instructions at the bottom of each email.

and we will promptly remove you from ALL correspondence.

Data Retention

We retain your account data for as long as your account is active, and for a reasonable period thereafter for fraud prevention, security investigations, and account reactivation. This processing is based on our legitimate interest under GDPR Article 6(1)(f) and is reviewed periodically. You may request deletion at any time — see Your Rights below.

Email data from connected mailboxes follows the rules in Google and Microsoft mailbox data above.

Your Rights

Under GDPR and equivalent laws you have the right to access, correct, delete, restrict processing of, object to processing of, or receive a portable copy of your personal data. To exercise any of these rights, email info@salestools.io. We respond within 30 days.

Contacting Us

If there are any questions regarding this privacy policy, you may contact us using the information below.