Privacy Policy

What personal information do we collect?

• Account and customer information: name, business email address, phone number, company, job title, login details, billing information (card payments are handled by our payment processor), and the content of your communications with us, such as support tickets, live chat, surveys and forms.
• Usage data: information about how you use our websites and services, such as IP address, browser and device information, pages and features used, dates and times, referring URLs, and log and performance data. We collect it with cookies and similar technologies (see Do we use 'cookies'? below).
• Website visitor data (Salestools tracking): our customers can install Salestools tracking, including ExactVisitor, on their own websites. When you visit such a website, we collect information such as the pages you view, dates and times, referring URLs and campaign parameters, IP address and approximate location derived from it, browser and device information, cookie and similar identifiers, and information you enter in forms on that website. We may match this information with company and business contact information to show the customer which companies, and where permitted which business contacts, visited its website.
• Business contact data: professional information about people in their business capacity, such as name, job title, employer, business email address, business phone number, professional social media profile URLs and work location, together with company information such as company name, industry, size and technologies used. We collect it from publicly available sources, third-party data providers, our customers and partners, and our own services.
• Mailbox and calendar data: if you connect a Google or Microsoft mailbox or calendar, see Google and Microsoft mailbox data below.

How do we use your information?

• To provide, operate, maintain and secure our websites and services, including customer support, billing and account administration.
• To provide our customers with business contact data and company data for prospecting, sales and marketing, and to show customers activity on their websites through Salestools tracking.
• To improve, train and develop our products, models and features.
• To create aggregated and/or de-identified data and insights, such as benchmarks, intent signals and market insights, that do not identify you or any customer.
• To communicate with you, including service messages and, where permitted, marketing about our products.
• To detect, prevent and investigate fraud, abuse and security incidents.
• To comply with legal obligations and to establish, exercise or defend legal claims.

Google and Microsoft mailbox and calendar data, and text messaging opt-in data, are used only as described in their own sections below. They are not used to train models, not added to the data we provide to customers and not used to create aggregated or de-identified insights.

Legal bases for processing (EEA, UK and Switzerland)

• Contract: to provide our services to our customers and users, and to manage accounts and billing.
• Legitimate interests: to operate a business-to-business data platform and provide business contact and company data to our customers; to secure, improve and develop our services, products and models; to create aggregated and de-identified insights; and for business-to-business marketing. We balance these interests against your rights, and you can object at any time (see Your Rights below).
• Consent, where required by law: for example, for non-essential cookies and similar technologies and for SMS/WhatsApp marketing. You can withdraw your consent at any time.
• Legal obligation: where we must process information to comply with the law.

Our customers decide whether to use Salestools tracking on their websites and are responsible for telling their visitors and obtaining any consent required by law. We process website visitor data on the customer's behalf, except that we may also use it as described in our Terms of Service and Data Terms to secure and improve our services and to create aggregated and/or de-identified data. To the extent the law treats us as a controller for those purposes, we act as an independent controller and this policy applies.

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

We disclose personal information to the following recipients:

• Our customers: we provide business contact data and company data to our customers as part of our prospecting and data services, and we provide website visitor data to the customer whose website you visited.
• Service providers: companies that host, operate and support our services on our behalf (see below and the sub-processor list in our Data Terms).
• Aggregated and de-identified insights: we may share or commercialise aggregated and/or de-identified data and insights that do not identify you or any customer.
• Legal and safety: when required by law, or when needed to protect the rights, property or safety of Salestools, our customers or others.
• Business transfers: in connection with a merger, acquisition, financing or sale of assets, subject to this policy.
• With your consent or at your direction.

Under some US state privacy laws, providing business contact data to our customers may be considered a "sale" of personal information. See Your US State Privacy Rights below, including how to opt out.

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

Unless a separate agreement signed with a customer sets a different period, we retain personal information for as long as the related account is active and, after that, for as long as needed for the purposes described in this policy, to comply with legal obligations, to resolve disputes and to enforce our agreements. This applies to account data, Customer Data (see our Terms of Service) and website visitor data collected through Salestools tracking. Retention for fraud prevention, security and the purposes above is based on our legitimate interest under GDPR Article 6(1)(f) and is reviewed periodically.

We keep business contact data while it remains useful for our services, and we update or remove it when we learn it is out of date or when you ask us to delete it.

You, or the customer on whose behalf we hold your information, can request deletion at any time (see Your Rights below). We delete the information within a reasonable period, except where we must or may keep it under applicable law or a legal hold, or to resolve disputes or enforce our agreements. Backup copies are deleted on their normal backup cycle. Aggregated and de-identified data, which does not identify you, may be kept after the underlying personal information is deleted.

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

Your Rights

Depending on where you live, you may have the right to access, correct, delete, restrict processing of, or receive a portable copy of your personal information, and to object to processing based on our legitimate interests, including direct marketing. Where we rely on consent, you can withdraw it at any time. To exercise any of these rights, email info@salestools.io. We respond within 30 days, or within the period the law requires. You also have the right to complain to your data protection supervisory authority.

If we process your information on behalf of a customer (for example, website visitor data collected through Salestools tracking), we may refer your request to that customer and will help it respond.

Your choices to opt out

• Business contact data: to object to our processing of your business contact data, or to ask us to remove it from the data we provide to our customers, email info@salestools.io with the subject "Opt out".
• Salestools tracking: you can block or delete cookies in your browser settings, use the consent controls on the website you visit, or email info@salestools.io to ask us to delete data collected about you through Salestools tracking.
• Marketing emails: use the unsubscribe link in any marketing email, or email info@salestools.io.
• Text messages: reply STOP to any message (see Text Messaging (SMS/WhatsApp) Terms above).

Your US State Privacy Rights

This section applies to residents of California and of other US states with comparable privacy laws.

Categories of personal information we collect: identifiers (such as name, email address, phone number, IP address, and cookie and similar identifiers); commercial information (such as subscriptions and purchases); internet or other electronic network activity (such as browsing and interaction with our websites and with websites that use Salestools tracking); approximate location derived from IP address; professional or employment-related information (such as job title, employer and business contact details); and inferences drawn from this information (such as a company's likely interest in a product). The sources, purposes and recipients of this information are described above.

Sale and sharing: we provide business contact data (identifiers and professional or employment-related information) to our customers as part of our prospecting and data services. This may be considered a "sale" of personal information under the California Consumer Privacy Act (CCPA) and similar laws. Advertising cookies on our websites (see Google above) may be considered "sharing" for cross-context behavioral advertising. We do not sell or share Google or Microsoft mailbox or calendar data, or text messaging opt-in data. We do not knowingly sell or share the personal information of consumers under 16 years of age.

Your rights: you have the right to know what personal information we collect, use, disclose and sell; to access, correct and delete it; to opt out of its sale or sharing; and not to be discriminated against for exercising these rights. To opt out of the sale or sharing of your personal information, email info@salestools.io with the subject "Do Not Sell or Share My Personal Information". To make any other request, email info@salestools.io. We will verify your request by matching the information you provide with the information we hold. You may use an authorized agent to make a request on your behalf.

Contacting Us

If there are any questions regarding this privacy policy, or you want to exercise your rights or opt out, you may contact us using the information below.