Privacy Policy

1. Introduction

At SenseTask, your privacy is our priority, and we are committed to safeguarding your personal information. This Privacy Policy explains how we collect, use, and protect your data when you interact with SenseTask’s website (www.sensetask.com) and web application (app.sensetask.com) (collectively, the “Services”).

By using our Services, you agree to this Privacy Policy, which is an integral part of our Terms of Service and complies with applicable laws, including the General Data Protection Regulation (GDPR). Our Services focus on streamlining document processing, workflow automation, and efficiency-enhancing functionalities, and this policy applies to all users, from website visitors to application users.

We prioritize data protection and security, fully recognizing the responsibilities involved in processing data of all types. However, please note that our website and services may contain links to third-party websites (e.g., social networks), and we are not responsible for their data collection or processing practices.

This Privacy Policy outlines your relationship with SenseTask as a:

• Website visitor
• Customer, prospective customer or end user
• Partner or job applicant
• Other data subject

Customers may grant their employees or third parties access to our Services by creating user accounts. Administrators manage roles and permissions, determining access to information within customer accounts.

2. Personal Information We Collect

We collect personal data, which refers to any information that can identify a natural person, as well as anonymous or aggregated data processed in accordance with this Privacy Policy.

2.1 Information You Choose to Provide

You may provide personal information in several scenarios, including when you request a free trial of our services, contact us through email, support channels, social media, phone, or video conferencing, or are granted access to our applications and services by us or customer account administrators. Additional situations may include uploading or entering data into our application, participating in marketing promotions, product launches, webinars, or events, or contracting the use of our services.

The personal information we collect includes general details such as your first and last name, title, phone number, business email address, and company name. For end users, this may also include names, business email addresses, and comments regarding our services. Additionally, any data entered or uploaded into our application, such as employee or representative names and email addresses, may be processed as necessary for service use. For job applicants, we collect resumes, cover letters, and other recruitment-related information, with your consent, for current or future hiring processes.

We expect users to comply with their organization’s privacy policies and applicable regulations when using or uploading personal data to our services.

2.2 Information We Collect Automatically

We also collect information automatically using cookies, business intelligence tools, and tracking technologies to monitor website visits and service usage. This may include data such as access times, pages viewed, links clicked, search terms entered, actions taken, and device information like IP address, browser type, language, and location. Additionally, we collect details about referrer and exit URLs.

From your use of our services, we may gather information on access times, processed pages, performance metrics, extension usage, workspaces, workflows, metadata, incoming email metadata, user interaction details, document types, language, and currency. Email engagement data, such as when you open or click on links in our communications, may also be processed. For more information on cookies and tracking technologies, refer to our Cookie Policy.

2.3 Information We Collect From Third Parties

We may enhance our data with information from third-party tools or sources. This can include details such as names, email addresses, business addresses, job titles, company names, and telephone numbers, as well as information contained in uploaded documents, such as names, contact details, payment information, and the scope of performance.

If you provide third-party personal information through our services, you represent that you have the legal basis to do so, including obtaining any necessary consent from the data subjects.

3. How We Use Personal Information

We use your personal information to deliver our services, communicate effectively, improve functionality, and ensure compliance with applicable laws.

3.1 Service Delivery

Your personal information is used to provide contracted services, including free trials, and ensure full functionality for customers. We use this information to deliver support, train end users, process payments for service subscriptions, and manage our website and applications to meet operational requirements.

3.2 Communication

We may communicate with you directly through email, calls, chats, video conferencing, or other tools. These communications may include updates about new features, upgrades, changes to terms and policies, services and promotional opportunities, product announcements, surveys, and demo scheduling.

3.3 Research, Analysis, and Improvement

To enhance our services and optimize user experience, we analyze user behavior and service usage. We may process uploaded documents for research, development, and training of our artificial intelligence tools. This also supports market research efforts to improve service delivery and the creation of marketing campaigns aimed at generating leads and expanding our market presence.

3.4 Advertising and Marketing

We promote our services through targeted marketing campaigns and deliver interest-based advertisements on our website and other platforms.

3.5 Security and Compliance

We process personal information to prevent fraud, unauthorized activities, and other prohibited actions. Additionally, we use your data to enforce our terms of service or applicable contracts and to protect the security and integrity of our websites, services, and platforms.

3.6 Other Uses

In certain cases, we may record video conferencing calls (with prior notice) to analyze and improve our communication and service quality. Your information may also be used for purposes disclosed to you at the point of collection or as permitted by law.

Important Note: We do not sell your information, including any statistical or analytical data, to third parties.

4. How We Share Personal Information

4.1 Service Providers

We work with trusted third-party service providers who assist us in delivering our services. These providers may access your personal information as necessary to perform tasks on our behalf, such as maintaining our applications or supporting service functionality. To ensure compliance with data protection standards, we have contractual agreements with these providers that require them to protect your information, use it only to deliver the agreed-upon services, and prohibit the sale or disclosure of your data without our explicit permission.

4.2 Legal Disclosures

There may be circumstances where we are required to disclose personal information due to legal obligations, such as responding to valid subpoenas, court orders, or other legal processes. In such cases, we take steps to protect your rights by making reasonable efforts to redirect the request to the customer or end user. Where legally permitted, we notify customers of such requests, enabling them to seek protective orders or appropriate remedies. If the request is invalid, overbroad, or inconsistent with applicable data protection laws (e.g., GDPR), we challenge it. If disclosure is unavoidable, we limit it to the minimum necessary and promptly inform you of what information was disclosed. Additionally, we notify customers if changes in data protection laws impact the processing of personal information.

4.3 Change in Control

If our business undergoes a sale, merger, or other change in control, we may share your personal data as part of these processes. The acquiring entity will have the right to continue using your data under the terms of this Privacy Policy unless you consent to different terms.

4.4 How We Secure Personal Information

We are committed to protecting the security of the personal information we collect and use. To prevent unauthorized access, use, or disclosure, we implement a range of physical, administrative, and technical safeguards. These include adherence to internationally recognized security frameworks, encryption of data both at rest and in transit, and rigorous security practices throughout the lifecycle of your data.

5. What Are Your Rights

We respect your privacy and provide the following rights to all individuals, regardless of their location or applicable privacy regulations.

5.1 Data Controller and Data Processor Roles

We act as the controller of your personal data when you visit our website, when we process your data for sales and marketing purposes, or when we use personal information or derived data to improve our services, support research, or train artificial intelligence systems. For data uploaded and processed within our cloud-based technology, we act as a processor, handling personal data solely under the direction of our customers.

5.2 Lawful Basis for Processing

We process personal data only when a lawful basis applies. This includes processing based on your consent, which we seek whenever legally required; fulfilling our contractual obligations with you or our customers; pursuing legitimate interests such as marketing, market research, and improving our services and technology; or complying with legal obligations, including fraud prevention, dispute resolution, and other legally mandated actions.

5.3 Your GDPR Rights

As a data subject under the GDPR, you have the right to be informed about the processing of your personal data, as well as the right to access, rectify, or erase your personal data under specific circumstances. You may object to the processing of your data, particularly when it is based on legitimate interests, or request restrictions on its processing. Additionally, you have the right to export your personal data in a machine-readable format (data portability) when processing is based on your consent or a contract.

If you are an end user of our services, you can log in to your account or contact your employer for more details. If you wish to exercise any of these rights, please contact us directly. We will respond within a reasonable timeline and, if unable to fulfill your request, provide an explanation and guidance on further actions.

5.5 Complaints and Supervisory Authorities

If you believe your rights are being violated, you can lodge a complaint with your local supervisory authority or the one closest to us. For any questions or to exercise your rights, please contact us.

6. How Long We Keep Personal Information

We retain personal information for as long as necessary to provide our services to you and our customers, or as required by legal obligations. Specific retention practices include:

• Uploaded Documents: Personal information contained in documents uploaded to our cloud-based technology is retained according to agreed terms with customers or upon their request for deletion. All uploaded document data will be deleted no later than 10 years from the upload date.
• Legal and Operational Needs: Information may be retained to comply with legal requirements, prevent fraud, collect fees, resolve disputes, troubleshoot issues, assist investigations, enforce our Terms of Service or contracts, and fulfill other lawful purposes.

Data that is no longer relevant for providing our services may be de-identified or aggregated to generate insights, such as usage statistics, which are commercially valuable but no longer personally identifiable. All retained information is managed in accordance with this Privacy Policy.

7. Other Important Information

7.1 Automated Decision-Making and Profiling

• Export Control Regulations: We may deny access to our services if you or your organization is listed on relevant export control or sanction lists.
• Personalized Advertising and Services: To provide relevant information about our services, events, and news, we may create a personal profile based on your territory, company, or job title. This profiling is conducted based on our legitimate interest in delivering targeted and useful content.

7.2 Data Transfers

Depending on your location, the processing of your personal information may involve transferring and storing your data in a country other than your own. However, such transfers will remain within the European Union (EU) or European Economic Area (EEA) to ensure compliance with relevant data protection regulations.

If a transfer outside of your country is necessary, you can find further details in the relevant sections of this Privacy Policy or by contacting us using the information provided in the contact section.

7.3 Marketing

We collect and use personal information for marketing purposes with your consent, such as when you fill out a form on our website. When marketing activities involve combining data with information obtained from third parties, we rely on our legitimate interest to engage in these activities.

7.4 How to Select Your Communications Preferences

You can manage your marketing communication preferences as follows:

• To stop receiving marketing emails, click the "Unsubscribe" link included in our messages.
• Depending on the information being processed, opting out will be treated as either a withdrawal of consent or an objection to processing based on our legitimate interest.

Even if you opt out of marketing communications, we may still contact you for non-marketing purposes, such as account servicing, security updates, fulfilling requests, or administering programs in which you participate.

7.5 Processing of End Users’ Information

When you log in for the first time, you consent to the collection of your personal information. However, your employer manages the account and may upload or share additional personal data. It is your employer’s responsibility to ensure the collection, use, and sharing of such data comply with applicable laws.

For more details, please refer to our Terms of Service.

8. Processing of Information Contained in Uploaded Documents

Documents uploaded to our platform are processed using automated data-extraction tools powered by deep learning and artificial intelligence (AI). This processing serves two main purposes: the primary purpose is to capture and structure data in accordance with our customers' instructions, while the secondary purpose supports research and development to enhance our data-extraction technology and AI capabilities. All processing is conducted in full compliance with applicable laws, supported by rigorous testing to ensure lawful and transparent handling of data.

8.1 Customer and Jurisdictional Recommendations

To align with data protection principles, we recommend that customers, business partners, and employees ensure transparency by updating their own terms and privacy policies. These should clearly communicate the use of SenseTask as a service provider and explain how processing, including the use of AI and machine learning, is conducted. Keeping policies accurate, clear, and up-to-date is a fundamental aspect of data protection compliance.

8.2 Recommended Disclosure for Business Counterparts and Customers

When using SenseTask for document processing, we recommend informing your business counterparts and customers about our involvement. For example, you may disclose that we, SourceTask Solutions Srl and its affiliates ("SenseTask"), process invoices and may temporarily retain them based on legitimate interests. This temporary retention is strictly for the purpose of training datasets to improve our AI models.

If you request us to process documents involving third parties, such as invoices where you are neither the owner nor a direct participant, it is essential to ensure you have the legal right to transmit these documents. Additionally, you should obtain explicit and informed consent from all participating individuals or entities. This consent must cover data transmission to SenseTask for both data extraction and AI training purposes.

8.3 Clarifications

It is important to note that these requirements do not apply to transactional documents directly related to your own business activities, such as invoices you have issued or received. Furthermore, companies outside the EU should be aware that GDPR provisions apply to any entity processing the personal data of individuals located within the European Union, regardless of the organization’s location.

9. Processing Based on Your Consent

When we rely on your consent to process personal data, you have the right to withdraw or decline your consent at any time. For questions about the lawful bases on which we collect and process your data, please contact us.

10. Changes to Our Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Substantial updates will be communicated to you in a manner that ensures you are informed and acknowledge the changes.

11. Contact Us

If you wish to exercise your rights, request additional information about your personal data, or learn more about our privacy practices, please contact us or our Data Protection Officer at SourceTask Solutions srl, Sos. Stefan cel Mare si Sfant 4, Iasi, Romania or privacy@sourcetask.com.