Privacy Policy

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Last edited on

Aug 5, 2022

Your privacy is important to Sumatra Solutions, Inc. (“Sumatra”). This Privacy Policy (“Privacy Policy”) describes how Sumatra may collect, use, store, disclose, and process your personal information, through your access to or use of Sumatra products and services, including those at https://sumatra.ai, related websites, hosted applications, and other offerings (collectively, the “Services”). By using these Services, you signify your acceptance of this Privacy Policy. If you do not agree to this Privacy Policy, please do not use the Services. Sumatra may change this Privacy Policy from time to time by posting changes at this URL and may send notification emails. Your continued use of the Services following the posting of such changes will be deemed your acceptance of those changes.

Scope of Policy

This Privacy Policy applies when you access the Services or share information with Sumatra, as indicated below. By using the Services, you consent to this Privacy Policy, which may be updated by us at any time. If you do not consent to this Privacy Policy for any reason, please do not use the Services or share your information with us. Please note that this Privacy Policy applies only to the Services, and not to any other third party website linked to or from it, or any third party website in which Sumatra content or functionality is embedded. We do not control the privacy policies or practices of others. Note that Sumatra, in the operation of event processing, also processes personal data controlled by its clients. This privacy policy does not cover these processing activities. Data privacy inquiries concerning these processing activities will be forwarded to the appropriate data-controlling client.

What We Collect and Why

We collect a few kinds of information to provide and improve our Service.

Personal Data

When submitting your contact information or registering on our site, we collect certain personally identifiable information ("Personal Data") that can be used to contact or identify you, including:

First and Last Name
Email Address
Company and/or Affiliation
Job Role

You have the choice on what information to share and the services you want to engage. You can choose not to provide information to us, but in general some information about you is required in order for you to access certain functionality of the Services, such as those mentioned above or below or for tracking your preferences, subscribing to a newsletter, or initiating other such actions. We may use your Personal Data to contact you with newsletters, marketing or promotional materials and other information that may be of interest to you. You may opt out of receiving any, or all, of these communications from us by following the unsubscribe link or you may contact us via the contact information below.

Usage Data

When visiting our site, we also collect certain information that your browser or mobile device sends (“Usage Data”) to access the Service, including:

IP address
Browser type, operating system, and version
Pages visited and when you visited them
Referrer URL

We may use your Usage Data to support analytics that improve our site.

Tracking Cookies

We use persistent first-party cookies to store session information and make our site easier to use.

Cookies are files with a small amount of data stored by your browser to help it remember your login information, site preferences, and more.

You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our service. To learn more about cookies, including how to view which cookies have been set and how to manage and delete them, please visit: http://www.allaboutcookies.org

We do not use any third-party cookies, such as advertising or social media cookies.

Use of Data

Sumatra processes your personal information with your consent or as needed:

to provide and maintain our Service;
to notify you about changes to our Service;
to allow you to participate in interactive features of our Service when you choose to do so;
to provide customer support;
to gather analysis or valuable information so that we can improve our Service;
to monitor the usage of our Service;
to detect, prevent and address technical issues;
to fulfill any other purpose for which you provide it;
to carry out our obligations and enforce our rights arising from any contracts entered into between you and us, including for billing and collection;
to provide you with news, special offers and general information about other goods, services and events which we offer that are similar to those that you have already purchased or enquired about unless you have opted not to receive such information;
to provide periodic emails;
in any other way we may describe when you provide the information;
for any other purpose with your consent.

We may also use your personal information to comply with legal obligations, operate our business, protect the vital interests of you, our customers, or the public, or for other legitimate interests of Sumatra as described in this Privacy Policy.

Retention of Data

We will retain your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, enforce our legal agreements and policies and for a commercially reasonable time thereafter for backup, archival, fraud prevention or detection or audit purposes.

We will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period, except when this data is used to strengthen the security or to improve the functionality of our Service, or we are legally obligated to retain this data for longer time periods.

Transfer of Data

Your information, including Personal Data, may be transferred to – and maintained on – computers located outside of your state, province, country or other governmental jurisdiction where the data protection laws may differ from those of your jurisdiction.

If you are located outside the United States and choose to provide information to us, please note that we transfer the data, including Personal Data, to the United States and process it there.

Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer. You are solely responsible for complying with all local laws, rules and regulations regarding online conduct and access to the Services.

Disclosure of Data

We share your information with our partners, service providers, contractors, agents and third party vendors as needed to fulfill Services.

Third-party vendors who provide product, services or functions on our behalf may include business analytics companies, customer service vendors, communications service vendors, marketing vendors, and security vendors. We may also authorize third-party vendors to collect information on our behalf, including as necessary to operate features of the Services. Third-party vendors have access to and may collect personal information only as needed to perform their functions, may only use personal information consistent with this Privacy Policy and other appropriate confidentiality and security measures, and are not permitted to share or use the information for any other purpose.

We may disclose personal information that we collect, or you provide:

Disclosure for Law Enforcement.

Under certain circumstances, we may be required to disclose your Personal Data if required to do so by law, subpoenas, court orders, or other legal process; or in response to valid requests by public authorities.

Other Circumstances

We may disclose your information also:

to our subsidiaries
to fulfill the purpose for which you provide it;
to establish or exercise our legal rights;
to defend against legal claims;
When we believe it is appropriate to investigate, prevent, or take action regarding illegal or suspected illegal activities; to protect and defend the rights, interests, or safety of our company or the Services, our customers, or others; or in connection with our Terms of Service and other agreements; or
In connection with a corporate transaction, such as a divestiture, merger, consolidation, or asset sale, or in the unlikely event of bankruptcy
Other than as set out above, we will attempt to notify you when your personal information will be shared with third parties.

Security of Data

The security of your data is important to us. Sumatra takes technological and organizational measures to protect your personal information against loss, theft, and unauthorized access, use, disclosure or modification. We have implemented a variety of security measures to maintain the safety of your personally identifiable information: For example:

all personal information is stored by trusted third party providers (e.g., HubSpot and AWS),
all systems used to provide the Services are password protected, and
all Services usage is restricted on a per-user basis on the principle of least privilege.
Personal Data and Usage Data are transmitted via a secured network and stored on secured servers in the United States.
Access to data is limited to a small number of persons who are required to keep such information confidential.
We follow the standard security best practices established by our cloud providers, including SSL encryption for secure data transmission.

We rely on HubSpot’s and AWS’ security programs to protect personal information while stored in their respective controlled facilities. For more information on AWS’ security practices and processes, please see https://aws.amazon.com/security/. For more information on Hubspot’s security practices and processes, please see https://legal.hubspot.com/security.

Although we have made reasonable efforts to safeguard the confidentiality of your personally identifiable information, we cannot promise, and you should not expect, that your personally identifiable information is 100% secure. There is no guarantee that information may not be accessed, disclosed, altered, or destroyed by breach of any of our physical, technical, or managerial safeguards. We also cannot guarantee that unauthorized third parties will never be able to circumvent our security measures and obtain access to your personally identifiable information and use it for improper purposes.

Sumatra complies with applicable data protection laws, including applicable security breach notification requirements.

Your Rights to Your Information

We apply the same data rights to all users, regardless of their location. We recognize all of the rights granted in the European Union’s General Data Protection Regulation (“GDPR”) and California Consumer Privacy Act (“CCPA”), except as limited by applicable law.

Your Data Protection Rights Under General Data Protection Regulation (GDPR)

If you are a resident of the European Union (EU) and European Economic Area (EEA), you have certain data protection rights, covered by GDPR. See more at https://eur-lex.europa.eu/eli/reg/2016/679/oj

We aim to take reasonable steps to allow you to correct, amend, delete, or limit the use of your Personal Data.

If you wish to be informed what Personal Data we hold about you and if you want it to be removed from our systems, please email us at: support@sumatra.ai

In certain circumstances, you have the following data protection rights:

the right to access, update or to delete the information we have on you;
the right of rectification. You have the right to have your information rectified if that information is inaccurate or incomplete;
the right to object. You have the right to object to our processing of your Personal Data;
the right of restriction. You have the right to request that we restrict the processing of your personal information;
the right to data portability. You have the right to be provided with a copy of your Personal Data in a structured, machine-readable and commonly used format;
the right to withdraw consent. You also have the right to withdraw your consent at any time where we rely on your consent to process your personal information;

Please note that we may ask you to verify your identity before responding to such requests. Please note, we may not able to provide Service without some necessary data.

You have the right to complain to a Data Protection Authority about our collection and use of your Personal Data. For more information, please contact your local data protection authority in the European Economic Area (EEA).

Your Data Protection Rights under the California Privacy Protection Act (CalOPPA)

CalOPPA is the first state law in the nation to require commercial websites and online services to post a privacy policy. The law’s reach stretches well beyond California to require a person or company in the United States (and conceivable the world) that operates websites collecting personally identifiable information from California consumers to post a conspicuous privacy policy on its website stating exactly the information being collected and those individuals with whom it is being shared, and to comply with this policy. – See more at: https://consumercal.org/about-cfc/cfc-education-foundation/california-online-privacy-protection-act-caloppa-3/

According to CalOPPA we agree to the following:

users can visit our site anonymously;
our Privacy Policy link includes the word “Privacy”, and can easily be found on the page specified above on the home page of our website;
users will be notified of any privacy policy changes on our Privacy Policy Page;
users are able to change their personal information by emailing us at support@sumatra.ai

Links to Other Sites

Our Service may contain links to other sites that are not operated by us. If you click a third party link, you will be directed to that third party's site. We strongly advise you to review the Privacy Policy of every site you visit.

We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.

Children's Privacy

Our Services are not intended for use by children under the age of 18 (“Child” or “Children”).

We do not knowingly collect personally identifiable information from Children under 18. If you become aware that a Child has provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from Children without verification of parental consent, we take steps to remove that information from our servers.

Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page.

We will let you know via email and/or a prominent notice on our Service, prior to the change becoming effective and update “effective date” at the top of this Privacy Policy.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

Contact Us

If you have any questions about this Privacy Policy, please contact us: by email: support@sumatra.ai; or write to us at Sumatra Solutions, Inc., Attn: Privacy Dept., 3800 N. Lamar Blvd, Austin, TX 78756. Depending on where you are located, you may also have a right to complain to your local data protection regulator.