Privacy Policy

Here at Workfit we take your privacy very seriously.

Workfit has created this privacy policy  to let you know what information we collect when you access and use this Workfit web site and the meeting productivity services we provide via our intelligent meeting assistant (“EVA”), why we collect it, and how it is used. Our Privacy Policy is governed by our Terms of Use . Capitalized terms not otherwise defined in this Privacy Policy shall have the meanings set forth in the Terms of Use.

By accessing and using this Site and availing yourself to our Services, you consent to the data practices described in this Privacy Policy and our TOU. We may periodically make changes to this Privacy Policy. We will notify you about material changes in the way we treat personally identifiable information by sending an email message to the email address you most recently provided to us and/or by prominently posting a notice on our Site. It is your responsibility to review this Privacy Policy frequently and remain informed about any changes, so we encourage you to visit this web page often. If you do not consent to this Privacy Policy, please do not access and use the Site and our Services.

1. The Collection of Information; Why We Collect It; and How We Use It.

PERSONAL INFORMATION FROM YOU AS HOST OF A MEETING

To engage our Services in the meetings you host, you must be a registered Workfit account holder (in contrast to the other participants in your meetings who do not have to be registered Workfit account holders). When you visit our Site to sign up for a Workfit account, we will ask you to complete our new account registration page where we will collect the following personally identifiable information from you:

We collect:

  • Your email, username, a password and contact preferences.

Why we collect it and how we use it:

  • To validate your email.
  • To create and support your Workfit account and provide you with customer service.
  • To communicate with you, for example informing you about your Workfit account, security updates and Site information.
  • To identify you to the other participants in meetings that you host.
  • To enable other users to collaborate with you and benefit from our Services.
  • To contact you about Workfit features, products, services and other promotions that can enhance your use of the Services, in accordance with your communications preferences.
  • To enforce compliance with our Terms.

We collect:

  • At your election, your name, image and other personal information.

Why we collect it and how we use it:

  • To populate your user profile.

We collect:

  • Your credit card information, including your address, to be collected following any free trial period

Why we collect it and how we us it:

  • To process your payments. (Workfit uses reliable third-party payment processors and retains only limited information about your payment transactions.)

We collect:

  • The time and geographic area where you use your computing devices when you interact with the Services.

Why we collect it and how we use it:

  • To localize your interaction with the Services and improve our understanding of how you and other users interact with the Services.
  • To help you verify use of your Workfit account.

We collect:

  • At your election, your location and calendar information.

Why we collect it and how we us it:

  • To coordinate participation in your meetings by you (as host) and the individuals you invite to your meetings (as guests).
  • To enhance and supplement your meeting information with location and calendar information.
  • To make suggestions regarding how you might improve your use of the Services or implement the Services with respect to your calendared meetings.

We collect:

  • Actions you perform when using the Services.

Why we collect it and how we us it:

  • To administer the Services and improve the features and usability of the Services.
  • To recommend to you additional features that may enhance your use of the Services.

We collect:

  • The emails you send to and from your Workfit account.

Why we collect it and how we use it:

  • To detect spam, malware or other potential security concerns.
  • To block delivery of such emails in the event they are determined to be spam, infected with malware or subject to other potential security concerns.

As noted above, from time to time, we may contact you via email with information about the Services and features that we think may be beneficial to you and special offers. You may opt out of such communications at any time by following the opt-out instructions provided in emails or by logging into your Workfit account via our Site and changing your contact preferences. However, you will continue to receive essential Services-related and Workfit account-related information, even if you unsubscribe from promotional emails.

 

MEETING INFORMATION

You engage our Services in your meetings by inviting EVA to attend via your computing devices (smart phone or computer).  EVA will record your meeting, subject to your commands and the commands of your meeting guests (the “Meeting Record”).  (At any time, either you or your guests may command EVA to cease recording a portion or the remainder of your meeting discussion).

We collect

  • A recording of your entire meeting except for any portions of that meeting which EVA is commanded to ignore.

Why we collect it and how we use it:

  • To create a Meeting Record of the meeting.
  • To enable Workfit to generate a “word cloud” summary of the meeting for review by you (as host) and by the other individuals attending the meeting (as participants) (a “Word Cloud Summary”).  This Word Cloud Summary identifies key words from the Meeting Record that are discerned by our Services as pertinent and central to the meeting discussion.
  • To enable you and your meeting guests to search the Meeting Record for particular words or phrases and the related meeting discussion.

We collect

  • The portions of the meeting discussion which you (as host) or the individuals invited to your meeting (as participants) highlight and designate for transcription to a written record (the “Voice Notes”).

Why we collect it and how we use it:

  • To enable Workfit to compile a written record of those designated portions of the meeting that are to be made accessible or delivered to you and your meeting guests.
  • To enable Workfit to attempt to correct portions of the Voice Notes that the Services are unable to transcribe properly.
  • We collect:

We collect:

  • Deep learning and mapping of your speech patterns, vocabulary and meeting interactions.

Why we collect it and how we use it:

  • To enable the artificial intelligence engine powering Workfit’s Services to improve its recognition and understanding of your speech patterns and vocabulary.
  • To minimize errors in the recording and transcription of the Voice Notes from the meeting discussion.
  • To enhance our ability to generate and provide you and your meeting guests with useful information regarding the meeting.
  • To support Workfit’s efforts to generate useful analytic data, improve the Services, and identify flaws in, and useful features for, the Services.
  • To recommend to you additional features that may enhance your use of the Services.

We collect:

  • Information regarding when and where a meeting is held and any tags (i.e. descriptive information) related to that meeting.

Why we collect it and how we use it:

  • To provide the history and context for a meeting.
  • In addition to the uses of information described above, Workfit uses various tools and technologies to analyze the collected information detailed above in order to power features of our Services and to improve our Services for you. This may include, for example:
  • Providing you information most relevant to how you are using the Services at a specific time or location; and
  • Providing you information relevant to a Meeting Record or Voice Notes that you are creating or reviewing.

 

PERSONAL INFORMATION FROM MEETING PARTICIPANTS

If you attend a meeting as a participant (in contrast to the host/organizer) of a meeting \

We collect:

  • Your email address.

Why we collect it and how we we use it:

  • To identify you as a meeting participant.
  • Before the meeting, to remind you of the start time and identify the other meeting participants, including EVA.
  • To send you a notice that EVA will record the meeting, subject to the commands of the meeting host and participants, and to familiarize you with the commands that control EVA.
  • To send you information regarding the meeting, including a link to the Word Cloud Summary of the meeting and the Voice Notes for the meeting.
  • To confirm your identity as a meeting participant in the event you desire to review or search the Meeting Record at the Site and for the purpose of giving you access to the Word Cloud Summary and Voice Notes.
  • To promote our Services and encourage prospective users to open a Workfit service account.

 

NON-IDENTIFIABLE AND AGGREGATED INFORMATION

When you visit the Site or avail yourself to the Services, we or our affiliates and service providers collect and retain certain information that cannot be used to identify you, such as the frequency of your visits to the Site, the Site web pages you visit and how long you spend at the Site.  We or our affiliates and service providers may use that information or aggregate it with other information to monitor the number of visitors to our Site, how users use and interact with our Site and Services, and our users’ demographics.  We use this information to monitor and improve our Services.  We may also use this information to help us describe our Services to current and prospective users, business partners and other third parties.

 

2.  Information Access, Sharing and Disclosure

INFORMATION ACCESSED BY WORKFIT OR ITS SERVICE PROVIDERS

As a general rule, Workfit’s employees and service providers do not monitor, review or listen to your meeting information that is recorded and stored by our Services; however, we list below the limited circumstances in which our employees and service providers will access or review your meeting information:

  • We need to do so to evaluate problems with the quality of the Voice Notes.  When our Services detect portions of the Meeting Record that are difficult to transcribe (i.e. convert to written form) into Voice Notes, Workfit’s voice specialists will undertake a limited review of the segment of the Meeting Record that is difficult to transcribe and attempt to transcribe accurately that portion of the Meeting Record into an intelligible Voice Note.  In the event that we utilize the services of a third-party service provider to undertake this transcription task, Workfit will make accessible only the problematic segments of the Meeting Record being transcribed into Voice Notes. In the event, a Meeting Record has multiple problematic segments to be transcribed into Voice Notes, then Workfit will endeavor to use multiple outside voice specialists and restrict their respective access to a single problematic segment of the Meeting Record being transcribed into a Voice Note so that no single outside voice specialist gains access to much of the Meeting Record or more than one Voice Note thereby severely limiting any outside voice specialist’s ability to discern the topic and nature of the meeting information.
  • We need to do so for other troubleshooting purposes.
  • We believe our TOU has been violated and confirmation is required or we otherwise have an obligation to review your meeting information as described in our TOU.
  • We believe it to be necessary to protect the rights, property or personal safety of Workfit and its users (including to protect against potential spam, malware or other security concerns).
  • We do so in order to comply with our legal obligations.

INFORMATION PROVIDED TO YOUR MEETING GUESTS

When you engage the Services and invite EVA to a meeting, some of the personally identifiable information you provided to Workfit and the meeting information will be shared with the other participant(s) in your meeting as follows:

  • Your status as a user of the Services will be visible to your meeting guests.
  • Your email address and any profile information that you have provided will be used to identify you as the meeting host and distributed to the meeting guests.
  • The Meeting Record will be made accessible to the meeting guests enabling them to listen to, and conduct searches on, the Meeting Record, subject to Workfit confirming their participation in the meeting by validating their email.
  • The Word Cloud Summary of the meeting will be made accessible to the meeting guests.
  • The Voice Notes generated from the Meeting Record will be made accessible to the meeting guests.
  • Your email address or profile information will be used to identify the meeting information that is distributed to your meeting guests, including with respect to the access given to the Meeting Record recording, the Word Cloud Summary, and the Voice Notes from the meeting.

WORKFIT’S DISCLOSURE OF YOUR PERSONAL INFORMATION OR MEETING INFORMATION

Workfit does not sell or rent your personal information or meeting information.  It is yours and will remain yours. Except for actions you take to engage the Services to communicate and collaborate with your meeting guests, we only disclose your personal information or meeting information under the following circumstances:

  • We have your explicit consent to share such information.
  • We need to share your information or content with third-party service providers who process data on our behalf in order to: create a Meeting Record, Word Cloud Summary or generate Voice Notes; operate and improve the features and functionality of the Services; complete your payment transactions; fulfill your service requests; and help us communicate with you as described elsewhere in this Privacy Policy. Any sharing of such information with service providers will maintain your data rights as specified in this Privacy Policy.
  • We believe it is necessary to investigate potential violations of our Terms, to enforce the Terms, or where we believe it is necessary to investigate, prevent or take action regarding illegal activities, suspected fraud or potential threats against persons, property or the systems on which we operate the Services.
  • We will not disclose your Personal Data or meeting information unless we believe such disclosure is required by law or we believe it is necessary to:
    • comply with a legal obligation;
    • act in urgent circumstances to protect the personal safety of users of the Site, the Services, or the public; or
    • protect against legal liability.
  • We do so in connection with the sale or reorganization of all or part of our business, as permitted by applicable law.

Workfit is not responsible for any disclosure, publication or use of your personal information or meeting information which you choose to include in your Meeting Record, including to the extent such personal information or meeting information is then incorporated into the Word Cloud Summary or Voice Notes.

 

3.  Managing your Information; Information Storage and Transfer

YOUR CHOICE REGARDING PERSONAL DATA

You can use the Site without providing any personal information; however, if you choose not to provide any personal information, you will not be able to open a Workfit account or engage the Services or host meetings to which EVA is invited.
Your meeting information will be recorded and saved based upon how you engage the Services and instruct EVA in your meetings. Your meeting information will be stored by Workfit to enable retrieval, search, and transcription. The retention of such meeting information is subject to the default settings below.

 

CORRECTING OR DELETING YOUR INFORMATION

Please contact Workfit in the event any of your personal information is inaccurate or incomplete, and Workfit will expend reasonable commercial efforts upon your request to update, correct or complete your personal information that you have previously submitted to Workfit. You can stop using the Services at any time; and if you deactivate your account, the Content in your account will be automatically deleted within one (1) year. Workfit will endeavor to accommodate all reasonable requests to delete your personal information and meeting information more quickly unless it is required to be retained by law or for lawful business purposes. Once information is deleted from your Workfit account, it will no longer be accessible to you or others who may access the Services. Workfit’s back-up and archiving systems may retain residual copies of your personal information and meeting information for up to one year due to the nature of those systems’ operations.

WHERE YOUR INFORMATION IS STORED AND PROCESSED

When you engage the Services, the personal information and non-personally identifiable information that you submit and the meeting information you create will be transferred to and stored on Workfit servers in the United States.  By submitting this information to Workfit and/or engaging the Services, you acknowledge and agree that such information, including personal information and meeting information, will be transmitted to and hosted and accessed in the United States.  Data privacy laws or regulations in your home country may differ from those in the United States; however, we will collect, store and use your personal information, meeting information and non-personally identifiable information in accordance with this Privacy Policy and the applicable laws of the United States.

DATA SECURITY

Workfit is committed to protecting the security of your information and takes reasonable commercial precautions to protect it. By using Services, you agree that our security practices as defined in this data security provision are sufficient.  Workfit uses industry standard encryption to protect your data in transit. This is commonly referred to as transport layer security (“TLS”) or secure socket layer (“SSL”) technology. However, internet data transmissions cannot be guaranteed to be 100% secure, and we cannot guaranty the security of information during its transmission between you and us.

If Workfit learns of a security system breach, we may attempt to notify you and provide information on protective measures, if available, through the email address that you have provided to us or by posting a notice on our Site. Depending on where you live, you may have a legal right to receive such notices in writing.

 

INFORMATION COLLECTED FROM MINORS

Workfit requires its users to be at least 18 years of age. Workfit does not knowingly collect personal information from individuals under the age of 18. If you are under the age of 13, please do not submit any personal information through the Site. If you have reason to believe that a child under the age of 13 has provided personal information to Workfit through this Site, please contact us and we will endeavor to delete that information from our databases.

4.  Contacting Workfit

Our goal is to respect your privacy. If you have any questions, comments or concerns about our Privacy Policy, you may contact us by email at support@workfit.com attn.: Privacy Officer or by mail to Rizio, Inc., attn.: Privacy Officer, 101 Jefferson Drive, Suite 241, Menlo Park, CA 94025.
Published on 4/28/2017.