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Privacy Policy

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Last Updated: October 4, 2023

Overview

At Ontra, we take your privacy seriously. Please read this Privacy Policy (“Policy”) to learn how we treat personal data.

Remember that your use of Ontra’s Services is at all times subject to our Terms of Service, which incorporates this Privacy Policy. Any terms we use in this Privacy Policy without defining them have the definitions given to them in the Terms of Service.

Privacy Policy Table of Contents

Scope
Personal Data We Collect
Cookies and Similar Technologies
How We Use Personal Data
How We Disclose Personal Data
Your Choices and Rights
Data Security
Data Retention
Personal Data of Children
Supplemental California Notice
Supplemental European Union and United Kingdom Notice
Contact Us

Scope

This Privacy Policy covers how we treat personal data that we gather when you access or use our Services. “Personal data” means any information relating to an identified or identifiable individual and also includes information referred to as “personally identifiable information” or “personal information” or “sensitive personal information” under applicable data privacy laws, rules, or regulations.

This Privacy Policy does not cover the privacy practices of third parties that we do not control, even if we link to these websites or services.

Personal Data We Collect

Categories of Personal Data We Collect

This chart details the categories of personal data that we collect and have collected over the past 12 months:

Category of Personal Data

Examples of Personal Data We Collect

Profile or Contact Data

First and last name
Email address
Phone number
Mailing address
IP address

Identifiers

User name and login credentials

Payment Data

Financial account information, where needed to process refunds
Billing address, phone number, and email

Device/IP Data

IP address
Device ID
Type of device/operating system/browser used to access the Services

Web Analytics

Web page interactions
Referring webpage/source through which you accessed the Services
Statistics associated with the interaction between device or browser and the Services

Professional or Employment-Related Data

Company name
Resume
Job title
Job history

Geolocation Data

IP-address-based coarse location information including city, state, postal code, country, region and time zone

Photos, Videos and Recordings

Photos, videos or recordings of you (meeting recordings during sales and account management activities)

Photos, videos or recordings of your environment (meeting recordings during sales and account management activities, with your consent)

Categories of Data Considered “Sensitive” Under the California Consumer Privacy Act/Virginia Consumer Data Protection Act

Personal identification numbers, including Social Security, driver’s license, passport, or state identification card numbers

Other Identifying Information that You Voluntarily Choose to Provide

Information you share with us by filling in or submitting forms through our website

Identifying information in emails, letters, or other communications you send us

Sources of Personal Data

We collect personal data about you from the following categories of sources:

Direct Collection. We collect personal data you provide directly to us, such as:

  • When you create an account or use our interactive tools and Services.
  • When you voluntarily provide information in free-form text boxes through the Services or through responses to forms, surveys or questionnaires.
  • When you send us an email or otherwise contact us.
  • When you register to attend an event provided by us or that we may sponsor.
  • When you request information or download resources from us.

Automatic Collection. When you use the Services, personal data is collected automatically, such as:

  • Through cookies (see more information below)
  • If you use a location-enabled browser, we may receive information about your location and mobile device, as applicable
  • When you browse our online Services, we collect web log data such as your Internet protocol (IP) address, user settings, MAC address, cookie identifiers, mobile carrier, mobile advertising and other unique identifiers, browser or device information, and Internet service provider. We may also automatically collect information regarding your use of our Services, such as pages that you visit before, during and after using our Services, information about the links you click, the types of content you interact with, the frequency and duration of your activities, and other information about how you use our Services

In the event that you provide any personal data on behalf of another person or entity in connection with or as part of your use of the Services, you understand that it is your responsibility to obtain all right, permission, authority and consent that may be required under Applicable Law to provide this personal data to Ontra and allow Ontra to use, handle and share this personal data in the manner set forth in this Privacy Policy or the Terms of Service.

Cookies and Similar Technologies

The Services use cookies and similar technologies such as pixel tags, web beacons, clear GIFs and JavaScript (collectively, “cookies”) to enable our servers to recognize your web browser, tell us how and when you visit and use our Services, analyze trends, learn about our user base and operate and improve our Services. Cookies are small pieces of data – usually text files – placed on your computer, tablet, phone or similar device when you use that device to access our Services. We may also supplement the information we collect from you with information received from third parties, including third parties that have placed their own cookies on your device(s).

We use the following types of cookies:

Essential Cookies. Essential cookies are required for providing you with features or services that you have requested. For example, certain cookies enable you to log into secure areas of our Services. Disabling these cookies may make certain features and services unavailable.

Functional Cookies. Functional cookies are used to record your choices and settings regarding our Services, maintain your preferences over time and recognize you when you return to our Services. These cookies help us to personalize our content for you, greet you by name and remember your preferences (for example, your choice of language or region).

Performance/Analytical Cookies. Performance/Analytical cookies allow us to understand how visitors use our Services. They do this by collecting information about the number of visitors to the Services, what pages visitors view on our Services and how long visitors are viewing pages on the Services. Performance/Analytical cookies also help us measure the performance of our advertising campaigns in order to help us improve our campaigns and the Services’ content for those who engage with our advertising. For example, Google LLC (“Google”) uses cookies in connection with its Google Analytics services. Google’s ability to use and disclose information collected by Google Analytics about your visits to the Services is subject to the Google Analytics Terms of Use and the Google Privacy Policy. You have the option to opt out of Google’s use of cookies by visiting the Google advertising opt-out page at www.google.com/privacy_ads.html or the Google Analytics Opt-out Browser Add-on at https://tools.google.com/dlpage/gaoptout/.

Retargeting/Advertising Cookies. Retargeting/Advertising cookies collect data about your online activity and identify your interests outside of your use of Services so that we can provide advertising that we believe is relevant to you. For more information about this, please see the section below titled “Information about Interest-Based Advertisements.”

For more information about the Cookies we use in connection with the Services, you can access our current list of cookies and cookie providers here.

How We Use Personal Data

We use personal data for a variety of purposes, including:

Providing, Customizing and Improving the Services

  • Creating and managing your account
  • Processing orders or other transactions; billing and payments
  • Providing you with the products, services or information you request
  • Meeting or fulfilling the reason you provided the information to us
  • Providing support and assistance for the Services
  • Improving the Services, including testing, research, internal analytics and product development
  • Personalizing the Services, website content and communications based on your preferences
  • Measuring interest and engagement in the Services
  • Doing fraud protection, security and debugging

Marketing the Services

Marketing and selling the Services

Advertising

Showing you advertisements, including interest-based or online behavioral advertising

Corresponding with You

  • Communicating with you about your account, activities on the Services, and other administrative matters such as policy updates
  • Responding to correspondence that we receive from you, contacting you when necessary or requested, and sending you information about Ontra or the Services
  • Sending emails and other communications according to your preferences or that display content that we think will interest you

Meeting Legal Requirements and Enforcing Legal Terms

  • Fulfilling our legal obligations under applicable law, regulation, court order or other legal process, such as preventing, detecting and investigating security incidents and potentially illegal or prohibited activities
  • Protecting the rights, property or safety of you, Ontra or another party
  • Enforcing any agreements with you
  • Responding to claims that any posting or other content violates third-party rights
  • Resolving and/or defending disputes
How We Disclose Personal Data

We disclose personal data to the following categories of third parties:

Service Providers. These parties help us provide the Services or perform business functions on our behalf. They include:

  • Hosting, technology and communication providers
  • Security and fraud prevention consultants
  • Support and customer service vendors
  • Staff augmentation and contract personnel

Advertising Partners. These parties help us market our business and services and provide you with other offers that may be of interest to you. They include:

  • Ad networks
  • Marketing providers

Analytics Partners. These parties provide analytics on web traffic or usage of the Services. They include:

  • Companies that attribute how users found or were referred to the Services
  • Companies that help us understand how users interact with the Services

Business Partners. These parties partner with us in offering various services. They include:

  • Businesses or advisors that you have a pre-existing relationship with and with whom you elect to share or provide access to certain data held in your Ontra account
  • With your permission, companies that we partner with to offer joint promotional offers or opportunities

Parties You Authorize, Access or Authenticate

Third-party service providers you access through or in connection with the Services, such as where we offer product integrations to improve your experience on the Services

We do not sell personal data for monetary or other valuable consideration.

Information about Interest-Based Advertisements

We may serve advertisements, and also allow third-party ad networks, including third-party ad servers, ad agencies, ad technology vendors and research firms, to serve advertisements through the Services. These advertisements may be targeted to users who fit certain general profile categories or display certain preferences or behaviors (“Interest-Based Ads”).

Information for Interest-Based Ads (including personal data) may be provided to us by you, or derived from the usage patterns of particular users on the Services and/or services of third parties. Such information may be gathered through tracking users’ activities across time and unaffiliated properties, including when they leave the Services. To accomplish this, we or our service providers may deliver cookies, including a file (known as a “pixel”) from an ad network to you through the Services. Pixels allow ad networks to provide anonymized, aggregated auditing, research and reporting for us and for advertisers. Pixels also enable ad networks to serve targeted advertisements to you when you visit other websites. Pixels allow ad networks to view, edit or set their own cookies on your browser, just as if you had requested a web page from their site.

Legal Obligations

We may access, preserve, and disclose any information we store associated with you to external parties if we, in good faith, believe doing so is required or appropriate to: comply with law enforcement or national security requests and legal process, such as a court order or subpoena; protect your, our, or others’ rights, property, or safety; enforce our policies or contracts; collect amounts owed to us; or assist with an investigation or prosecution of suspected or actual illegal activity.

Business Transfers

Personal data may be transferred to a third party if we undergo a merger, acquisition, bankruptcy or other transaction in which that third party assumes control of our business (in whole or in part). Should one of these events occur, we will make reasonable efforts to notify you before your information becomes subject to different privacy and security policies and practices.

Non-Personal Data

We may create aggregated, de-identified or anonymized data from the personal data we collect by removing information that makes the data personally identifiable to a particular user and as described in the Terms of Service. We may use such aggregated, de-identified or anonymized data or provide it to third parties for our lawful business purposes, including to analyze, build and improve the Services and promote our business and for such other reasons identified in the Terms of Service, provided that we will not disclose such data in a manner that could identify you. We maintain aggregated, de-identified and anonymized data in that form, and will not attempt to reidentify the data, except where required or permitted by applicable law.

Your Choices and Rights

In accordance with applicable law, you may have the right to:

Access. You may request more information about the personal data we hold about you and request a copy of such personal data.

Portability. You may ask for a copy of your personal data in a machine-readable format. You may also request that we transmit the data to another controller where technically feasible.

Rectification. If you believe that any personal data we are holding about you is incorrect or incomplete, you may request that we correct or supplement such data.

Erasure. You may request that we erase personal data we hold about you from our systems.

Opt Out of/Restrict Certain Processing. You may request that we restrict or stop certain processing of your data, including for purposes of targeted advertising.

To opt out of our processing of personal data for targeted advertising purposes, please select the “Do Not Sell or Share My Personal Information” or de-select targeted advertising cookies in your preferences here Cookie Settings.

We also comply with the Digital Advertising Alliance (“DAA”) Self-Regulatory Principles for Online Behavioral Advertising. Through the DAA and Network Advertising Initiative (“NAI”), several media and marketing associations have developed an industry self-regulatory program to give consumers a better understanding of, and greater control over, ads that are customized based a consumer’s online behavior across different websites and properties.

To make choices about Interest-Based Ads from participating third parties, including to opt out of receiving behaviorally targeted advertisements from participating organizations, please visit the DAA’s or NAI’s consumer opt-out pages, which are located at https://www.networkadvertising.org/choices/ or www.aboutads.info/choices. Users in the European Union should visit the European Interactive Digital Advertising Alliance’s user information website https://www.youronlinechoices.eu/.

File a Complaint. You have the right to lodge a complaint about Ontra’s practices with respect to your personal data with the supervisory or regulatory authority of your jurisdiction.

Communications. If you no longer want to receive email communications from us, you can unsubscribe from the footer of the email.

Cookies

You may have the ability to set cookie preferences within your browser, however note that if you disable cookies through your browser, some functionality of the Services may not work.

To explore what cookie settings are available to you or to modify your preferences with respect to cookies, you can access your cookie management settings by clicking here Cookie Settings. Note that cookie preferences are device-specific––if you use Ontra’s services on more than one device, you will need to indicate your cookie preferences on each device.

To find out more information about cookies generally, including information about how to manage and delete cookies, please visit https://www.allaboutcookies.org/ or https://ico.org.uk/for-the-public/online/cookies/ if you are located in the European Union or United Kingdom, respectively.

Do Not Track. Do Not Track (“DNT”) is a privacy preference that users can set in certain web browsers. Please note that, since there is no universally recognized standard for DNT, we do not respond to or honor DNT signals at this time.

Exercising Your Data Rights. To exercise the rights described in this Privacy Policy, please contact us as described below.

Data Security

We seek to protect personal data from unauthorized access, use and disclosure using appropriate physical, technical, organizational and administrative security measures based on the type of personal data and how we are processing that data.

You should also help protect your data by appropriately selecting and protecting your password and/or other sign-on mechanism; limiting access to your computer or device and browser; and signing off after you have finished accessing your account. Although we work to protect the security of your account and other data that we hold in our records, please be aware that no method of transmitting data over the internet or storing data is completely secure.

Data Retention

We retain personal data for as long as necessary to provide you with our Services or to perform our business or commercial purposes for collecting personal data, subject to the data deletion rights of various state privacy laws, detailed below.

When establishing a retention period for specific categories of data, we consider who we collected the data from, our need for the personal data, why we collected the personal data, and the sensitivity of the personal data. In some cases we retain personal data for longer, if doing so is necessary to comply with our legal obligations, resolve disputes or collect fees owed, or is otherwise permitted or required by applicable law, rule or regulation. We may further retain information in an anonymous or aggregated form where that information is no longer personal data.

For example:

  • We may retain your payment data for as long as we need to process your purchase or subscription or as long as required for our compliance with applicable laws and regulations.
  • We may retain sensitive personal information (such as your SSN or identification verification information) for as long as we need to provide you with the Services or as long as required for our compliance with applicable laws and regulations.
Personal Data of Children

As noted in the Terms of Service, we do not knowingly collect or solicit personal data about children under 18 years of age; if you are a child under the age of 18, please do not attempt to register for or otherwise use the Services or send us any personal data. If we learn we have collected personal data from a child under 18 years of age, we will delete that information as quickly as possible. If you believe that a child under 18 years of age may have provided personal data to us, please contact us as described below.

International Data Transfers

All information processed by us may be transferred, processed, and stored anywhere in the world, including, but not limited to, the United States or other countries, which may have data protection laws that are different from the laws where you live. We endeavor to safeguard your information consistent with the requirements of applicable laws.

Accessibility

This Privacy Policy uses industry-standard technologies and was developed in line with the World Wide Web Consortium’s Web Content Accessibility Guidelines, version 2.1. If you wish to print this policy, please do so from your web browser. If you need further assistance regarding the accessibility of this webpage, please contact us as described below.

Updates to this Policy

As we continually work to improve our Services, we may need to change this Privacy Policy from time to time. Upon such changes, we will alert you to any such changes by placing a notice on the Ontra website and/or by sending you an email.

Supplemental California Notice

Personal Data Disclosures

We disclose personal data for business purposes as follows:

Category of Personal Data

Examples of Personal Data We Collect

Categories of Third Parties To Whom We Disclose Personal Data

Profile or Contact Data

First and last name
Email address
Phone number
Mailing address
IP address

Operating systems and platforms
Payments processors
Data storage service providers
Technical, administrative, and information service providers

Identifiers

User name and login credentials

Operating systems and platforms
Data storage service providers
Technical, administrative, and information service providers

Payment Data

Financial account information, including for the purpose of processing refunds
Billing address, phone number, and email

Operating systems and platforms
Payments processors
Data storage service providers
Technical, administrative, and information service providers

Device/IP Data

IP address
Device ID
Type of device/operating system/browser used to access the Services

Operating systems and platforms
Payments processors
Data storage service providers
Technical, administrative, and information service providers

Web Analytics

Web page interactions
Referring webpage/source through which you accessed the Services
Statistics associated with the interaction between device or browser and the Services

Operating systems and platforms
Data storage service providers
Technical, administrative, and information service providers

Professional or Employment-Related Data

Company name
Resume
Job title
Job history

Operating systems and platforms
Data storage service providers
Technical, administrative, and information service providers

Geolocation Data

IP-address-based coarse location information including city, state, postal code, country, region and time zone

Operating systems and platforms
Payments processors
Data storage service providers
Technical, administrative, and information service providers

Photos, Videos and Recordings

Photos, videos or recordings of you
Photos, videos or recordings of your environment

Operating systems and platforms
Data storage service providers
Technical, administrative, and information service providers

Under the California Consumer Privacy Act, as amended by the California Privacy Rights Act of 2020 (together, the “CCPA”), sharing your data through third party cookies for online and cross-contextual behavioral advertising may be considered a “share” of personal information.

We share your personal data for the purposes of cross-contextual behavioral advertising with the following categories of third parties:

Category of Personal Data

Examples of Personal Data We Collect

Categories of Third Parties To Whom We Disclose Personal Data

Profile or Contact Data

First and last name
Email address
Phone number
Mailing address
IP address

Advertising Partners
Analytics Partners
Business Partners

Device/IP Data

IP address
Device ID
Type of device/operating system/browser used to access the Services

Advertising Partners
Analytics Partners
Business Partners

Web Analytics

Web page interactions
Referring webpage/source through which you accessed the Services
Statistics associated with the interaction between device or browser and the Services

Advertising Partners
Analytics Partners
Business Partners

Professional or Employment-Related Data

Company name
Resume
Job title
Job history

Advertising Partners
Analytics Partners
Business Partners

Geolocation Data

IP-address-based coarse location information including city, state, postal code, country, region and time zone

Advertising Partners
Analytics Partners
Business Partners

We do not sell personal information for monetary or other valuable consideration.

To our knowledge, we do not sell or share the personal data of minors under 18 years of age for any purpose, including cross-contextual behavioral advertising and targeted advertising.

Sensitive Data

We only use or disclose your sensitive personal information for the purposes set forth in section 7027(l) of the CCPA proposed regulations and we do not collect or process sensitive personal information with the purpose of inferring any characteristics about you.

Non-Discrimination

We will not discriminate against you for exercising your rights under the CCPA. We will not deny you our goods or services, charge you different prices or rates, or provide you a lower quality of goods and services if you exercise your rights under the CCPA. However, we may offer different tiers of our Services as allowed by applicable data privacy laws (including the CCPA) with varying prices, rates or levels of quality of the goods or services you receive related to the value of personal data that we receive from you.

Authorized Agents

If you are a California resident, you may also authorize an agent (an “Authorized Agent”) to exercise your rights on your behalf. To do this, you must provide your Authorized Agent with written permission to exercise your rights on your behalf, and we may request a copy of this written permission from your Authorized Agent when they make a request on your behalf.

Supplemental European Union and United Kingdom Notice

EU and UK Residents

If you are a resident of the European Union (“EU”), United Kingdom (“UK”), Lichtenstein, Norway or Iceland, you may have additional rights under the EU or UK General Data Protection Regulation (together, “GDPR”) with respect to your personal data, as outlined below.

Lawful Bases for Processing

We will only process your personal data if we have a lawful basis for doing so. Lawful bases for processing include consent, contractual necessity and our “legitimate interests” or the legitimate interest of others, as further described below.

Contractual Necessity: We process the following categories of personal data as a matter of “contractual necessity”, meaning that we need to process the data to perform under our Terms of Service with you, which enables us to provide you with the Services. When we process data due to contractual necessity, failure to provide such personal data will result in your inability to use some or all portions of the Services that require such data.

  • Profile or contact information
  • Identifiers
  • Payment data
  • Device/IP data
  • Other personal data you choose to provide

Legitimate Interest: We process the following categories of personal data when we believe it furthers the legitimate interest of us or third parties:

  • Profile or contact information
  • Identifiers
  • Payment Data
  • Device/IP data
  • Analytics data
  • Geolocation Data
  • Other personal data you choose to provide
  • We may also de-identify or anonymize personal data to further our legitimate interests

Examples of these legitimate interests include (as described in more detail above):

  • Providing, customizing, and improving the Services
  • Marketing the Services
  • Corresponding with you
  • Provision of customer support
  • Protecting from fraud or security threats
  • Meeting legal requirements and enforcing legal terms
  • Completing corporate transactions

Consent: In some cases and where required by law, we may collect or process personal data based on the consent you expressly grant to us at the time we collect such data. When we process personal data based on your consent, it will be expressly indicated to you at the point and time of collection.

Other Processing Grounds: From time to time we may also need to process personal data to comply with a legal obligation, if it is necessary to protect the vital interests of you or other data subjects, or if it is necessary for a task carried out in the public interest.

Transfers of Personal Data

The Services are hosted and operated in the United States (“U.S.”) through Ontra and its service providers, and if you do not reside in the U.S., laws in the U.S. may differ from the laws where you reside. By using the Services, you acknowledge that any personal data about you, regardless of whether provided by you or obtained from a third party, is being provided to Ontra in the U.S. and will be hosted on U.S. servers, and you authorize Ontra to transfer, store and process your information to and in the U.S., and possibly other countries. In some circumstances, your personal data may be transferred to the U.S. pursuant to a data processing agreement incorporating standard data protection clauses.

EU-U.S. Data Privacy Framework

Ontra complies with the EU-U.S. Data Privacy Framework (EU-U.S. DPF), the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. Data Privacy Framework (Swiss-U.S. DPF) as set forth by the U.S. Department of Commerce.

Ontra has certified to the U.S. Department of Commerce that it adheres to the EU-U.S. Data Privacy Framework Principles (EU-U.S. DPF Principles) with regard to the processing of personal data received from the European Union and the United Kingdom in reliance on the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF, including the principles of 1) notice, 2) choice, 3) accountability for onward transfer, 4) security, 5) data integrity and purpose limitation, 6) access, and 7) recourse, enforcement, and liability.

Ontra has also certified to the U.S. Department of Commerce that it adheres to the Swiss-U.S. Data Privacy Framework Principles (Swiss-U.S. DPF Principles) with regard to the processing of personal data received from Switzerland in reliance on the Swiss-U.S. DPF.

The EU-U.S. DPF Principles require that we remain potentially liable if any third party processing personal data on our behalf fails to comply with these EU-U.S. DPF Principles (except to the extent we are not responsible for the event giving rise to any alleged damage). Ontra’s compliance with the EU-U.S. DPF is subject to the investigatory and enforcement powers of the U.S. Federal Trade Commission.

Please contact us as described below with any questions or concerns relating to our EU-U.S. DPF Certification. In compliance with the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF and the Swiss-U.S. DPF, Ontra commits to refer unresolved complaints concerning our handling of personal data received in reliance on the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF and the Swiss-U.S. DPF to JAMS, an alternative dispute resolution provider based in the United States. If you do not receive timely acknowledgment of your DPF Principles-related complaint from us, or if we have not addressed your DPF Principles-related complaint to your satisfaction, please visit https://www.jamsadr.com/eu-us-data-privacy-framework for more information or to file a complaint. The services of JAMS are provided at no cost to you. Under certain conditions, you may also be entitled to invoke binding arbitration for complaints not resolved by other means.

If there is any conflict between the terms in this privacy policy and the EU-U.S. DPF Principles and/or the Swiss-U.S. DPF Principles, the Principles shall govern. To learn more about the Data Privacy Framework (DPF) program, and to view our certification, please visit https://www.dataprivacyframework.gov/.

Contact Us

If you have any questions or comments about this Privacy Policy, the ways in which we collect and use your personal data or your choices and rights regarding such collection and use, please do not hesitate to contact us at:
https://www.ontra.ai
[email protected]
2041 East Street PMB 39, Concord, CA 94520

Individuals and the data protection supervisory authorities in the EU/EEA and individuals and the data protection supervisory authority (“ICO”) in the UK may also contact our data protection representatives according to Article 27 GDPR:

EU:
DP-Dock GmbH
Attn.: Ontra
Ballindamm 39
20095 Hamburg
Germany

UK:
DP Data Protection Services UK Ltd.
Attn.: Ontra
16 Great Queen Street
Covent Garden, London, WC2B 5AH
United Kingdom

www.dp-dock.com

[email protected]