PRIVACY POLICY

*By browsing our website you agree our cookies policy.

LAST UPDATED: March 15, 2021

REPSMATE SOFTWARE SRL, a corporation existing under the laws of Romania, registered under the number J40/12075/2020, VAT number: RO43079777, the head office of which is located at Bucharest, Romania, is a provider of speech technologies software products and related services (together with its affiliates companies – “RepsMate”, “we”, “our” or “us”) puts great efforts in making sure that the personal data processed by us is safe and used properly, and that our data practices are properly communicated to our customers, users and prospects.

This Privacy Policy describes how we collect, store, use and disclose the following types of personal data:

(i) Customer Data: data relating to identifiable individuals (“Personal Data”), which we analyze, process and manage on our customers’ behalf, as part of the RepsMate Intelligence services (“Services”). Specifically, this is data which is contained in call and video recordings, transcripts, e-mails and other communications and content, as well as data submitted by our customers (including by connecting their systems with the Services);

(ii) RepsMate User Data: account, contact and activity data relating to individuals who use the RepsMate platform, mobile application, and other tools and features provided by us as part of the Services (collectively – “Platform”);

(iii) RepsMate Website, CRM & Prospect Data: data relating to our customers, visitors of our website (www.repsmate.com), participants at our events, and any other prospective customer or partner who visits or otherwise interacts with any of our websites, online ads and content, emails or communications under our control (“Sites”).

Specifically, this Privacy Policy describes our practices regarding –

(i) Customer Data: Our Services enable RepsMate customers to record, transcribe, analyze and share the contents of their communications, including phone calls, video conferences, email and other correspondences, as well as their CRM and customer contacts (collectively, “Customer Data”).

Customer Data typically contains data which relates to identifiable individuals, such as the customer’s representatives, prospects, and other parties either taking part in their communications or mentioned there.

In particular, at our customer’s choice, we may also use their Customer Data in order to identify and create unique “voice prints” of each of their users, in order to better distinguish them in those communications they take part in.

Certain privacy and data protection laws require that call recordings may only be initialized pursuant to one or more of the parties’ consent (whether explicit or implicit, depending on applicable law), or subject to certain restrictions. Certain laws also deem unique voice prints as ‘biometric’ data, which is subject to special protections and care. Accordingly, whilst RepsMate supports these laws by providing our customers with features and options for how they use our Services – our customer is solely responsible for determining whether and how they wish to use our Services and such features, and to ensure that all individuals using RepsMate on their behalf or at their request have given their informed consent to these practices, and that all legal requirements applicable to the collection, recording and use of data through our Services are fully met by them, including specifically in the context of an employment relationship.

RepsMate processes Customer Data, and the personal data contained in it (including any voice prints generated via such communications), strictly on our customer’s behalf, in accordance with their reasonable instructions and as further stipulated in our Data Processing Addendum and other commercial agreements with such customer.

Accordingly, to the extent that the EU’s General Data Protection Regulation (GDPR), California Consumer Privacy Act (CCPA), UK Data Protection Act (UKDPA) or any similar laws apply, our customer will be deemed the ‘data controller’ (under the GDPR, UKDPA and similar laws) or ‘business’ (under the CCPA or similar laws) of such Customer Data; and RepsMate will be deemed the ‘data processor’ or ‘service provider’ when processing such data.

(ii) RepsMate User Data: We collect and generate the following types of personal data concerning users of our Platform –

  • user account information (e-mail address and, when applicable, hashed password);
  • profile and contact information (name, title, team, company, e-mail and phone number, and additional information and media submitted by them, their teammates or their organization);
  • Platform usage information (connectivity, technical and aggregated usage data, such as user agent, IP addresses, device data (like type, OS, device id, browser version, locale and language settings used), activity logs, session recordings, and the cookies installed or utilized on their device; and
  • direct interactions and communications with us (including recordings and transcripts of your calls and emails with us, e.g. for user enablement, support and training purposes).

Whilst RepsMate processes such RepsMate User Data on its customers’ behalf (where it is included in Customer Data), we also use it for our own purposes, as described in Section ‎2 below. Accordingly, to the extent applicable – our customer will be deemed the ‘data controller’ or ‘business’ with respect to such data; RepsMate will also be deemed an independent and separate ‘data controller’ or ‘business’ with respect to such data; and with respect to those portions or copies of RepsMate User Data that we process on behalf of our customer – we will also be deemed a ‘data processor’ or ‘service provider’.

(iii) RepsMate Website, CRM & Prospect Data: We collect and generate the following types of personal data concerning our website visitors, customers and prospects –

  • Website usage information (connectivity, technical and aggregated usage data, such as user agent, IP addresses, device data (like type, OS, device id, browser version, locale and language settings used), activity logs, session recordings, and the cookies and pixels installed or utilized on their device;
  • Customer account information (contact, contractual and billing details concerning our customers, which may also contain the details of their internal focal persons who directly engage with RepsMate concerning their organizational account, e.g. the account administrators, billing contacts and authorized signatories on behalf of the customer; as well as the customer’s needs and preferences, as identified to us or recognized through our engagement with them);
  • Information concerning our customers and prospects (contact and business details, our communications with such customers and prospects (correspondences, call and video recordings, and analyses thereof), as well as any needs, preferences, attributes and insights relevant to our potential engagement).

We collect such data either automatically, through the data subject’s interaction with us or with our website, Platform or Services; or through third party services, social media, analytics tools, events we organize or participate in, and other business initiatives.

RepsMate processes Customer Data, and the personal data contained in it, strictly on our customer’s behalf, in accordance with their reasonable instructions and as further stipulated in our Data Processing Addendum and other commercial agreements with such customers.

We use other types of Personal Data (RepsMate User Data and RepsMate Website, CRM & Prospect Data) as necessary for the performance of our Services; to comply with our legal and contractual obligations; and to support our legitimate interests in maintaining and improving our Services, e.g. in understanding how our Services are used and how our campaigns are performing, and gaining insights which help us dedicate our resources and efforts more efficiently; in marketing, advertising and selling our Services; providing customer service and technical support; and protecting and securing our customers, users, visitors, prospects, ourselves and our Services.

If you reside or are using the Services in a territory governed by privacy laws under which “consent” is the only or most appropriate legal basis for the processing of Personal Data as described herein (in general, or specifically with respect to the types of Personal Data you expect or elect to process or have processed by or via the Services, e.g. ‘special categories’ under the GDPR), your acceptance of our Terms and Conditions and this Privacy Policy will be deemed as your consent to the processing of your Personal Data for all purposes detailed in this Policy. If you wish to revoke such consent, please contact us at [email protected].

Specifically, we use RepsMate User Data and RepsMate Website, CRM & Prospect Data for the following purposes:

  1. To facilitate, operate, and provide our Services;
  2. To train our speech-to-text engine and improve our data analytics models;
  3. To train our customer and user-facing staff;
  4. To authenticate the identity of our users, and to allow them access to our Services;
  5. To provide our customers and users with assistance and support;
  6. To gain a better understanding on how individuals use and interact with our Sites and Services, and how we could improve their and others’ user experience, and continually improving our products, offerings and the overall performance of our Services;
  7. To facilitate and optimize our marketing campaigns, ad management and sales operations, and to manage and deliver advertisements for our products and services more effectively, including on other websites and applications. Such activities allow us to highlight the benefits of using our Services and thereby increase your engagement and overall satisfaction with our Services. This includes contextual, behavioural and interest-based advertising based on your activity, preferences or other data available to us or to our business partners;
  8. To contact our customers, users and prospects with general or personalized service-related messages, as well as promotional messages that may be of specific interest to them (as further described in Section ‎‎7 below);
  9. To facilitate, sponsor and offer certain events, contests and promotions;
  10. To support and enhance our data security measures, including for the purposes of preventing and mitigating the risks of fraud, error or any illegal or prohibited activity;
  11. To create aggregated statistical data, inferred non-personal data, or anonymized or pseudonymized data (rendered non-personal and non-identifiable), which we or our business partners may use to provide and improve our respective services, or for any other purpose; and
  12. To comply with applicable laws and regulations.

We and our authorized Service Providers (defined below) maintain, store and process Personal Data in the European Union, United States of America and other locations, as reasonably necessary for the proper performance and delivery of our Services, or as may be required by law; provided that Customer Data may only be processed in such locations as permitted in our Data Processing Addendum and other commercial agreements with such customer.

While privacy laws may vary between jurisdictions, RepsMate and its affiliates and Service Providers are each committed to protect Personal Data in accordance with this Privacy Policy and customary industry standards, regardless of any lesser legal requirements that may apply in their jurisdiction. Among others, we have ensured that all transfers of Personal Data that originates from the EEA and made at our direction or control are based on appropriate data transfer mechanisms as established under the GDPR Regulation.

We retain Customer Data strictly on our customer’s behalf, in accordance with their reasonable instructions and as further stipulated in our Data Processing Addendum and other commercial agreements with such customers.

We retain RepsMate User Data and RepsMate Website, CRM & Prospect Data for as long as it is reasonably necessary in order to maintain and expand our relationship and provide you with our Services and offerings; in order to comply with our legal and contractual obligations; or to protect ourselves from any potential disputes (i.e. as required by laws applicable to log-keeping, records and bookkeeping, and in order to have proof and evidence concerning our relationship, should any legal issues arise following your discontinuance of use), all in accordance with our data retention policy.

Please note that except as required by applicable law or our specific agreements with you, we will not be obligated to retain your Personal Data for any particular period, and we are free to securely delete it or restrict access to it for any reason and at any time, with or without notice to you. If you have any questions about our data retention policy, please contact us by e-mail at [email protected].

Legal Compliance: In exceptional circumstances, and except as stipulated otherwise in our Data Processing Addendum and other commercial agreements with you, we may disclose or allow government and law enforcement officials access to your Personal Data, in response to a subpoena, search warrant or court order (or similar requirement), or in compliance with applicable laws and regulations. Such disclosure or access may occur if we believe in good faith that: (a) we are legally compelled to do so; (b) disclosure is appropriate in connection with efforts to investigate, prevent, or take action regarding actual or suspected illegal activity, fraud, or other wrongdoing; or (c) such disclosure is required to protect our legitimate business interests, including the security or integrity of our products and services.

Service Providers: We may engage selected third party companies and individuals to perform services complementary to our own. Such service providers include hosting and server co-location services, communications and content delivery networks (CDNs), speech-to-text services, data and cybersecurity services, billing and payment processing services, fraud detection and prevention services, web analytics, e-mail distribution and monitoring services, session or activity recording services, remote access services, performance measurement, data optimization and marketing services, social and advertising networks, content providers, e-mail, voicemails, support and customer relationship management systems, and our legal, financial and compliance advisors (collectively, “Service Providers“).

Our Service Providers shall each be deemed as a ‘data processor’ or ‘service provider’ in circumstances where RepsMate assumes the role of ‘data controller’; and where RepsMate acts as the ‘data processor’ or ‘service provider’ for our customer, the Service Provider shall be deemed as our ‘sub-processor’ or ‘service provider’ (as further described in Section ‎10 below).

Accordingly, these Service Providers may have access to RepsMate User Data and Website, CRM & Prospect Data; and if we have expressly listed them in our Sub-Processor List, they may also have access to Customer Data — all depending on each of their specific roles and purposes in facilitating and enhancing our Services, and may only use it for such limited purposes as determined in our agreements with them.

When our Service Providers contact you in order to offer or promote our Services, they may additionally interest you in their own services. Should you decide to engage in such activities with the Service Provider, please note that such engagement is beyond the scope of RepsMate’s Terms and Privacy Policy and will therefore be covered by our Service Provider’s Terms and Privacy Policy.

Third-Party Websites and Services: Our Sites and Platform may include links to third-party websites and integrations with third party services. Such websites and third-party services, and any information you process, submit, transmit or otherwise use with such websites and third-party services, are governed by such third party’s terms and privacy practices and policies, and not by this Privacy Policy. We encourage you to carefully read the terms and privacy policies of such websites and third party services.

Sharing Personal Data with our Customers and other UsersCustomer Data is typically shared and is available to the users belonging to such customer’s account. RepsMate User Data is shared with the administrator of the customer’s account to which such user belongs (including data and communications concerning such user’s account). In such cases, sharing such data means that the administrator(s) or other users of the same account may access it on behalf of the customer, and will be able to monitor, process and analyze the Personal Data contained therein. This includes instances where you may contact us for help in resolving an issue specific to a team of which you are a member (and which is managed by the same customer).

Please note that RepsMate is not responsible for and does not control any further disclosure, use or monitoring by or on behalf of the customer, which itself acts as the ‘data controller’ of such data (as further described in Section ‎‎10 below).

Protecting Rights and Safety: We may share Personal Data with others if we believe in good faith that this will help protect the rights, property or personal safety of RepsMate, any of our users or customers, or any members of the general public.

RepsMate Subsidiaries and Affiliated Companies: We may share Personal Data internally within our group, for the purposes described in this Privacy Policy. In addition, should RepsMate or any of its subsidiaries or affiliates undergo any change in control or ownership, including by means of merger, acquisition or purchase of substantially all or part of its assets, Personal Data may be shared with or transferred to the parties involved in such an event. If we believe that such change in control might materially affect your Customer Data or Personal Data then stored with us, we will notify you of this event and the choices you may have via e-mail or a prominent notice on our Services.

For the avoidance of doubt, RepsMate may share RepsMate

We and our Service Providers use cookies and other technologies for performance, tracking, analytics and personalization purposes. We may share non-identifiable / aggregated extracts of such information with our partners for our legitimate business purposes.

Cookies are packets of information sent to your web browser and then sent back by the browser each time it accesses the server that sent the cookie. Some cookies are removed when you close your browser session. These are the “Session Cookies”. Some last for longer periods and are called “Persistent Cookies”. We use both types.

We use Persistent Cookies to remember your log-in details and make it easier for you to log in the next time you access the Platform. We may use this type of cookies and Session Cookies for additional purposes, to facilitate the use of the Service’s features and tools.

Whilst we do not change our practices in response to a “Do Not Track” signal in the HTTP header from a browser or mobile application, you can manage your cookies preferences, including whether or not to accept them and how to remove them, through your browser settings. Please bear in mind that disabling cookies may complicate or even prevent you from using the Services.

Please note that if you get a new computer, install a new browser, erase or otherwise alter your browser’s cookie file (including upgrading certain browsers), you may also clear the opt-out cookies installed once you opt-out, so an additional opt-out will be necessary to prevent additional tracking.

User Data, Website, CRM & Prospect Data in additional manners, pursuant to your explicit approval, or if we are legally obligated to do so, or if we have successfully rendered such data non-personal, non-identifiable and anonymous. We may transfer, share or otherwise use non-personal and non-identifiable data at our sole discretion and without the need for further approval.

We and our Service Providers use cookies and other technologies for performance, tracking, analytics and personalization purposes. We may share non-identifiable / aggregated extracts of such information with our partners for our legitimate business purposes.

Cookies are packets of information sent to your web browser and then sent back by the browser each time it accesses the server that sent the cookie. Some cookies are removed when you close your browser session. These are the “Session Cookies”. Some last for longer periods and are called “Persistent Cookies”. We use both types.

We use Persistent Cookies to remember your log-in details and make it easier for you to log in the next time you access the Platform. We may use this type of cookies and Session Cookies for additional purposes, to facilitate the use of the Service’s features and tools.

Whilst we do not change our practices in response to a “Do Not Track” signal in the HTTP header from a browser or mobile application, you can manage your cookies preferences, including whether or not to accept them and how to remove them, through your browser settings. Please bear in mind that disabling cookies may complicate or even prevent you from using the Services.

Please note that if you get a new computer, install a new browser, erase or otherwise alter your browser’s cookie file (including upgrading certain browsers), you may also clear the opt-out cookies installed once you opt-out, so an additional opt-out will be necessary to prevent additional tracking.

We engage in service and promotional communications, through e-mail, phone, SMS and notifications.

Service Communications: We may contact you with important information regarding our Services. For example, we may send you notifications (through any of the means available to us) of changes or updates to our Services, billing issues, service changes, log-in attempts or password reset notices, etc. Our customers, and other users on the same customer account, may also send you notifications, messages and other updates regarding their or your use of the Services. Such notifications and messages may also be sent by them to their own customers (for example, invites, recordings or meeting summaries created through our Services). You can typically control your communications and notifications settings from your RepsMate User profile settings, or otherwise in accordance with the instructions included in the communications sent to you. Please note that you will not be able to opt-out of receiving certain service communications which are integral to your use (like password resets or billing notices).

Promotional Communications: We may also notify you about new features, additional offerings, events, special opportunities or any other information we think you will find valuable, as our customer, user or prospect. We may provide such notices through any of the contact means available to us (e.g. phone, mobile or e-mail), through the Services, Platform or Sites, or through our marketing campaigns on any other sites or platforms.

If you do not wish to receive such promotional communications, you may notify RepsMate at any time by sending an e-mail to: [email protected], changing your communications preferences in your User Profile settings, or by following the “unsubscribe”, “stop”, “opt-out” or “change e-mail preferences” instructions contained in the promotional communications you receive.

We and our hosting services implement systems, applications and procedures to secure your personal data, to minimize the risks of theft, damage, loss of information, or unauthorized access or use of information.

These measures provide sound industry-standard security. However, although we make efforts to protect your privacy, we cannot guarantee that our Sites, Platform or Services will be immune from any wrongdoings, malfunctions, unlawful interceptions or access, or other kinds of abuse and misuse.

To learn more, please visit www.repsmate.com/security.

Individuals have rights concerning their Personal Data. If you wish to exercise your privacy rights under any applicable law, including the EU General Data Protection Regulation (GDPR) or the California Consumer Privacy Act (CCPA), such as the right to request access to, and rectification or erasure of your Personal Data held with RepsMate, or to restrict or object to such Personal Data’s processing, or to port such Personal Data, or the right to equal services and prices (each to the extent available to you under the laws which apply to you) – please contact us by e-mail at: [email protected]

Please note that when you ask us to exercise any of your rights under this policy or applicable law, we may need to ask you to provide us certain credentials to make sure that you are who you claim you are, to avoid disclosure to you of personal information related to others and to ask you to provide further information to better understand the nature and scope of data that you request to access. Such additional data will be then retained by us for legal purposes (e.g. as proof of the identity of the person submitting the request), in accordance with Section ‎‎4 above.

We may redact from the data which we will make available to you, any personal data related to others.

If you would like to make any requests or queries regarding Personal Data that we process on our customer’s behalf, please contact the administrator of such customer’s account directly. For example, if you are our customer’s customer or prospect, or if you are a user of RepsMate on behalf of our customer, and wish to access, correct, or delete data processed by RepsMate on behalf of our customer, please direct your request to the relevant customer (who is the “data controller” of such data – see Section ‎‎10 below). Note that if you do contact us, we may share your communications with our customer and its account users; and that we may also share the contact details of the account administrator with individuals who sent us such a request or query relating to this account.

Certain data protection laws and regulations, such as the GDPR or the CCPA, typically distinguish between two main roles for parties processing Personal Data: the “data controller” (or under the CCPA, “business”), who determines the purposes and means of processing; and the “data processor” (or under the CCPA, “service provider”), who processes the data on behalf of the data controller (or business). Below we explain how these roles apply to our Services, to the extent that such laws and regulations apply.

RepsMate is the “data controller” of RepsMate Website, CRM & Prospect Data. With respect to such data, we assume the responsibilities of data controller (solely to the extent applicable under law), as set forth in this Privacy Policy. In such instances, our Service Providers processing such data will assume the role of “data processor”.

RepsMate is the “data processor” of Customer Data, which we process on behalf of our customer (who is the “data controller” of such data; and our Service Providers who process such Customer Data on our behalf are the “sub-processors” of such data.

RepsMate is both a “data controller” and “data processor” of RepsMate User Data. Such data is processed by RepsMate for its own purposes (as described in Section ‎2 above), as an independent ‘controller’; whilst those certain portions of it which are included in Customer Data will be processed by us on our customer’s behalf, as a ‘processor’.

Accordingly, RepsMate processes Customer Data strictly in accordance with such customer’s reasonable instructions and as further stipulated in our Data Processing Addendum and other commercial agreements with such customer. The customer, as controller of such data, will be responsible for meeting any legal requirements applicable to data controllers (such as establishing a legal basis for processing and responding to Data Subject Rights requests concerning the data they control).

For the avoidance of doubt, each customer is solely responsible for providing adequate notice to their account users and customers whose data may be contained in Customer Data – including sufficient reference to the processing of their Personal Data via the Services, and any other information necessary to comply with all applicable privacy and data protection laws; and to obtain all approvals and consents from such individuals as required under such laws.

Updates and Amendments: We may update and amend this Privacy Policy from time to time by posting an amended version on our Services. The amended version will be effective as of the date it is published. We will provide prior notice if we believe any substantial changes are involved via any of the communication means available to us or via the Sites, Platform and/or Services. After such notice period, all amendments shall be deemed accepted by you.

External Links: While our Sites, Platform and/or Services may contain links to other websites or services, we are not responsible for their privacy practices. We encourage you to pay attention when you leave our Sites, Platform and/or Services for the website or application of such third parties, and to read the privacy policies of each and every website and service you visit. This Privacy Policy applies only to our Sites, Platform and/or Services.

Need more information? Contact us
RepsMate makes interaction count