Privacy Policy

Effective Date: 27 November 2024

Introduction

Welcome to WarmLink (“we”, “us”, or “our”). We are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data when you visit our website www.warmlink.app (the “Website”) and use our services (collectively, the “Services”).

We are the data controller for the purposes of the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and the UK General Data Protection Regulation (“UK GDPR”).

Please read this Privacy Policy carefully. By accessing or using our Services, you agree to the collection and use of your information in accordance with this policy.

Contact Information

If you have any questions about this Privacy Policy or our data practices, please contact us:

Email: [email protected]

Data We Collect

Personal Data You Provide

We may collect and process the following personal data when you use our Services:

Contact Information: Name, email address, and other contact details when you sign up for our waitlist or create an account.
User-Generated Content: Notes, voice recordings, contact information of your acquaintances, and other data you input into the Services.
Communication Data: Messages or emails you send to us, including support requests.

Data Collected Automatically

When you visit our Website or use our Services, we may automatically collect:

Usage Data: Information about how you use our Website and Services, such as the pages you visit, the time spent on those pages, and other diagnostic data.
Technical Data: IP address, browser type and version, time zone setting, browser plug-in types, operating system, and platform.
Cookies and Similar Technologies: We use cookies and similar tracking technologies to collect data about your activities.

How We Use Your Personal Data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

To Provide Services: To register you as a new user, manage your account, and provide the Services you request.
Performance of Contract: To fulfill our contractual obligations to you.
Consent: Where you have given us consent to process your data.
Legitimate Interests: To improve our Services, manage our relationship with you, and for marketing purposes.
Legal Obligations: To comply with legal or regulatory requirements.

Specific Uses

Account Management: To create and manage your account, including providing customer support.
Service Improvement: To analyze how our Services are used so we can improve them.
Communications: To send you updates, newsletters, and marketing communications.
AI Processing: To process your notes and voice recordings using artificial intelligence services for transcription and information extraction.

Legal Basis for Processing Personal Data

Under GDPR and UK GDPR, our legal bases for processing your personal data are:

Consent: You have given clear consent for us to process your personal data for a specific purpose.
Contract: Processing is necessary for a contract we have with you.
Legitimate Interests: Processing is necessary for our legitimate interests or those of a third party, provided your interests and fundamental rights do not override those interests.
Legal Obligation: Processing is necessary for compliance with a legal obligation.

We may share your personal data with:

Service Providers: Third-party companies and individuals to facilitate our Services, provide services on our behalf, or assist us in analyzing how our Services are used. These include AI processing providers.
Legal Requirements: If required to do so by law or in response to valid requests by public authorities.
Business Transfers: In connection with any merger, sale of company assets, financing, or acquisition of all or a portion of our business.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law.

International Data Transfers

Your personal data may be transferred to and processed in countries outside of the European Economic Area (“EEA”) and the United Kingdom (“UK”), which may not have data protection laws equivalent to those in your jurisdiction.

Whenever we transfer your personal data out of the EEA or the UK, we ensure a similar degree of protection is afforded to it by implementing appropriate safeguards, such as:

Transferring data to countries that have been deemed to provide an adequate level of data protection by the European Commission.
Using specific contracts approved by the European Commission, which give personal data the same protection it has in Europe (Standard Contractual Clauses).

Data Security

We have implemented appropriate security measures to prevent your personal data from being accidentally lost, used, accessed in an unauthorized way, altered, or disclosed.

Encryption: Data transmitted between your device and our servers is encrypted using SSL/TLS technology.
Access Control: Access to your personal data is limited to authorized personnel who have a business need to know.
Third-Party Security: We require our service providers to take appropriate security measures.

Data Retention

We will only retain your personal data for as long as necessary to fulfill the purposes we collected it for, including for legal, accounting, or reporting requirements.

Account Data: Retained as long as your account is active or as needed to provide you with Services.
User-Generated Content: Retained until you delete it or request its deletion.
Marketing Communications: Retained until you opt out of receiving communications.

Your Rights

Under GDPR and UK GDPR, you have the following rights regarding your personal data:

Right to Access: You can request access to your personal data.
Right to Rectification: You can request correction of inaccurate or incomplete data.
Right to Erasure (“Right to be Forgotten”): You can request deletion of your personal data.
Right to Restrict Processing: You can request us to suspend processing of your personal data.
Right to Data Portability: You can request the transfer of your personal data to you or a third party.
Right to Object: You can object to processing of your personal data where we are relying on legitimate interests.
Right to Withdraw Consent: You can withdraw consent at any time where we are relying on consent to process your personal data.

To exercise these rights, please contact us at [email protected].

Cookies and Similar Technologies

We use cookies and similar tracking technologies to enhance your experience. You can set your browser to refuse all or some browser cookies or to alert you when websites set or access cookies.

For detailed information on the cookies we use and the purposes for which we use them, please see our Cookie Policy.

Third-Party Links

Our Website and Services may include links to third-party websites, plug-ins, and applications. Clicking on those links may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements.

Children’s Privacy

Our Services are not intended for individuals under the age of 16. We do not knowingly collect personal data from children under 16. If we become aware that we have collected personal data from a child under 16, we will delete that data promptly.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by updating the “Effective Date” at the top of this Privacy Policy.

We encourage you to review this Privacy Policy periodically for any changes.

Complaints

If you have any concerns about our use of your personal data, you have the right to make a complaint to a supervisory authority:

In the EU: Contact your local data protection authority.
In the UK: Contact the Information Commissioner’s Office (ICO) via their website at www.ico.org.uk.

Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us:

Email: [email protected]