Privacy Policy

1. Introduction

Varolio ("we," "us," or "our") is a software platform that enables organizations and individuals to build internal tools, manage their workflows, and integrate systems using AI and other low-code solutions. We value the privacy of our users and are committed to protecting their personal information. This Privacy Policy explains how we collect, use, share, store, and protect the personal information of users ("you" or "your") when you interact with our platform, marketing campaigns, social media activities, community, and any other services we provide (collectively, "Services"). By using our Services, you agree to the collection and use of your personal information as described in this Privacy Policy.

1.1 Age Restrictions
Our Services are not intended for use by children under the age of 16. We do not knowingly collect personal information from children under 16. If you are under 16, please do not provide any personal information to us. In the event that we inadvertently collect personal information from children under 16, we will take steps to delete the information as soon as it has been brought to our attention.

2. Information We Collect

a. Types of information collected
When you use our Services, we collect personal information such as your full name, email address, IP address, and browser information. In our Inbox model, we additionally collect and store the contents and metadata of emails (including: sender, thread, date, subject, body, attachments, and any other information as received from the emailing service) to facilitate and enhance our Services. This email information is treated with the highest confidentiality and is an integral part of our service provision.

b. How we collect information
We collect information through registration, interactions with our platform, and as part of our Inbox model, where we process and store the contents of your emails. This process is critical for providing our Services, including AI and low-code solutions, and is conducted under strict data protection protocols. We ensure that the collection of personal information is limited to what is directly relevant and necessary to accomplish the identified purpose of our Services.

c. Additional sources of personal information
In addition to the information you provide during registration and usage of our product, we may also collect personal information from other sources, such as:

• Marketing campaigns: We may collect information when you participate in our marketing activities, such as signing up for our newsletter or attending a webinar.

• Social media activities: We may collect information when you interact with our social media accounts, such as liking, commenting, or sharing our content.

• User-generated content: We may collect information when you submit content to our platform, such as forum posts or comments.

• Community interactions: We may collect information when you engage with our community, such as participating in discussions, providing feedback, or attending events.

3. Use of Collected Information

The information we collect, including the email contents through our Inbox model, is used primarily to provide personalized services such as summaries and insights directly to our users. We do not use this data for automated decision-making or profiling that would have legal or similarly significant effects on you. The purposes for using your data include:

• System performance and core functionalities: To provide, maintain, and improve our Services, ensuring their functionality and performance.

• Analytical reasons: To analyze usage trends, user preferences, and other data to enhance our Services and develop new features.

• Personalization experiences: To customize the content and features we offer, providing a more tailored and relevant experience for each user (planned for future implementation).

• Contact for product feedback and terms of service communications: To engage with users for feedback on our services, product improvements, and to communicate important information related to their account and service usage as outlined in our terms of service. This includes, but is not limited to, notifications about potential deactivation of automations due to inactivity or other critical account-related information. These communications are essential for the ongoing management and provision of our services.

• Product development and innovation: To inform the design and development of new features and services, based on user interaction and feedback.

• Security and fraud prevention: To enhance the security of our services, protect against fraudulent activity or other unauthorized or illegal activity, and ensure the integrity of our platform.

• Customer support services: To provide assistance and support to users, address service inquiries, and resolve issues, thereby improving user satisfaction and service quality.

• Compliance and legal obligations: To comply with legal requirements, enforce our terms and conditions, respond to lawful requests by public authorities, and protect our rights, privacy, safety, or property, and those of our users or others.

• Research and development: To conduct research that may lead to innovation in user experience, technology improvements, and new service offerings, aiming to drive forward the industry standard.

4. Sharing of Personal Information

We may share your personal information with trusted third-party service providers to ensure the proper functioning of our Services. These third parties include, but are not limited to, Supabase, AWS, PostHog, and Vercel. We only share your personal information with these third parties for the specific purposes outlined in this Privacy Policy and require them to maintain the confidentiality and security of your personal information.

4.1 Third-Party Links and Responsibilities
Our Services may include connections to third-party services and products necessary for workflow management and integration. While Varolio securely stores the credentials and connection information, we do not have access to, nor are we responsible for, the data that flows between these third-party services. The handling of such data is governed by the terms of use and privacy policies of the respective third-party services.

4.2 Information Shared with Third-Party AI Tools
In order to deliver specific functionalities, such as (but not limited to) utilizing AI Assistants in automations, engaging in chat interactions with AI Assistants, web scraping, and deploying other AI plugins, our Services might share your data with third-party AI tools and companies such as, but not limited to, OpenAI. By default, our AI Assistants utilize the GPT models. However, users have the capability to view and, in certain cases, modify the models each assistant uses through the assistant configuration screen. Additionally, when choosing to leverage other AI tools within the apps/canvas, these tools are explicitly identified by their respective names. Any data sent to these third-party AI tools is processed in line with those tools' terms of service and privacy policies, including using the data for analytical purposes and for purposes of improving AI models.

5. Storage and Security of Personal Information

We retain and store your personal information, including email contents collected through our Inbox model, as long as you are registered to use our Services. To safeguard this data, we implement stringent security measures such as encryption and access controls. Our dedicated team ensures that email information is accessible only to authorized personnel and solely for legitimate business purposes. This information may be processed and stored in Frankfurt, Germany, with all necessary measures to ensure its security and confidentiality.

6. User Rights and Choices

You can exercise your rights to access, correct, or request the deletion of your personal data within 30 days of your request. If limitations apply, they will be communicated to you.

7. Legal Basis for Processing

We aim to process your personal data in line with the General Data Protection Regulation (GDPR). The legal basis for this processing includes processing necessary for the performance of our services, processing necessary for compliance with our legal obligations, processing necessary for the purposes of our legitimate interests, and your consent where explicitly given as you sign up to Varolio.

8. Use of Cookies and Tracking Technologies

We may use cookies and other tracking technologies on our website and app for analytical and system performance purposes. These technologies help us understand how users interact with our Services, allowing us to optimize and improve their experience. By using our Services, you consent to our use of cookies and tracking technologies in accordance with this Privacy Policy.

9. Compliance with GDPR

Varolio is committed to making efforts to comply with the General Data Protection Regulation (GDPR) for users within the European Union. This Privacy Policy reflects our ongoing efforts towards GDPR compliance. If you have any questions or concerns about our GDPR efforts, please contact us at team@varolio.io.

10. Feedback Mechanism

We are committed to continuously improving our privacy practices. If you have suggestions, feedback, or concerns about our privacy policy or practices, please contact us at team@varolio.io. We value your input and aim to address any concerns with the utmost importance.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our privacy practices or applicable laws. If we make any significant changes, we will notify you through email or by posting a notice on our website or app. We encourage you to review this Privacy Policy periodically to stay informed about our privacy practices.

12. Contact Information

If you have any questions, concerns, or comments about this Privacy Policy or our privacy practices, please contact us at team@varolio.io.

Last Revised: January 31, 2024

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