Privacy Notice

Introduction

This privacy notice (“Privacy Notice”) describes how Papertrail (“Papertrail”, “we”, or “us”) collect, use, and disclose your Personal Data. Throughout this document, we will use a few defined terms “Personal Data” when used in this Privacy Notice means any data relating to an identified or identifiable natural person that is processed by Papertrail as described in this Privacy Notice when such information is protected as “personal data” or “personal information” or a similar term under applicable data protection laws. All other defined terms used in this Privacy Notice will have the meanings associated with them in our Terms.

Applicability

This Privacy Notice applies to Personal Data Papertrail collects when you visit or use our Website and Services as described in the “Information We Collect” section of this Privacy Notice below. Papertrail is the controller of that Personal Data. This Privacy Notice does not apply to personal data within Customer Data (as that term is defined in your agreement with Papertrail), such as information a User collects about an Invitee when an Invitee books a meeting or interview using our Services. We process Personal Data within Customer Data on our customers’ behalf as a processor or service provider. If you are an Invitee and have questions about how your data is processed by our customers or wish to exercise your rights with respect to that data, you must reach out to the User who collected your information. If you contact us about Personal Data within Customer Data and are able to identify the Entity or User with whom you have interacted, we will promptly notify the relevant Customer who collected your data of your inquiry.

Information We Collect

We collect information about you directly from you and automatically through your use of our Website. To help you protect yourself and your information, we encourage you to provide and collect only that information that is necessary for your use of our Website or Services. For example, to schedule a meeting, the only information that may be necessary is names, email addresses, date, and time. Please note that if you choose not to share certain Personal Data with us, or refuse certain contact permissions, we might not be able to provide certain parts of the Services.

Papertrail is not directed to children under eighteen (18) years of age, and we do not knowingly collect personal Data from children under 18. If we discover that a child under 18 has provided us with Personal Data, we will promptly delete such Personal Data from our systems.

Papertrail collects the following information, either directly from Users, Invitees, or Visitors, or through third parties regarding Users, Invitees, or Visitors.

• A User may voluntarily give us certain information when scheduling and setting up appointments. This can include name, email address, phone number; email addresses of other people and/or Invitees; the subject of the meeting; and any other information a User provides or collects upon scheduling, pursuant to the Papertrail Terms or an executed agreement with Papertrail. Papertrail processes the information an Invitee provides to a User when scheduling with the User on the User’s behalf as a processor or service provider.
• User may connect their calendar with Papertrail. In most instances, our calendar integration only uses and displays the duration and free/busy status of the events in your calendar so that we don’t book you when you’re busy. A few of our features also use and display the meeting titles in your calendar (these are currently our one-off meeting feature, or if you are booking with another Papertrail user). In all cases, however, no details about the appointments in your connected calendar are stored in Papertrail, such as who you are meeting with, their email address, or the meeting title. Although connecting your calendar to our Services makes the scheduling process much more efficient, you are not required to connect your calendar to use our Services. More information about access to the Papertrail app and extensions to have to your calendar connected is available here. Papertrail processes the calendar information on the User’s behalf as a processor or service provider.
• By opting into email integration (including authentication), our AI-tool processes necessary email content and metadata for functions like client meeting preparation and client records. Data is stored temporarily and securely, with encryption applied throughout and deletion options available per user request.
• Meeting Information: If you participate in a recorded virtual meeting where we use meeting assistant functionality, we will collect a recording of the meeting. We use third party partners to assist us with recording and creating a transcription of the meeting. You may opt out of recording at any time. When recording a virtual meeting you attend, we will gather audio and visual information of you as applicable and as you appear in the meeting (for example, if you do not turn on your video at a meeting, we will not record visuals of you). We will also gather any of your personal information shared on screen during the meeting (for example, by using a “screen share” feature to present materials).
• Information Received from Third Parties: If you choose to connect your account to your account with a third-party service, we may receive or be granted access to information from such third-party service, including Personal Data. For example, if you use the Prelude service and enable applicant tracking systems integrations for the recruiting use case within Prelude, your ATS may send to Prelude certain Personal Data as determined by you. You can stop sharing your information from a third-party service with us by removing our access to that service. Papertrail processes that information on the User’s behalf as a processor or service provider.
• Users provide Papertrail with certain information, including name, email address, username, and password, when you set up your account. If you purchase a recurring subscription of Papertrail, our third party payment processors will collect and store your billing address and credit card information. We store the last four digits of your credit card number, card type, and the expiration date. (the payment and billing information will be processed as established in the services agreement between Papertrail and your organization.)
• Marketing Information: Users, Invitees, or Visitors interested in Papertrail’s Services may contact us through forms made available on the Website and voluntarily give information such as name, work email, phone number, company, and role. Users, Invitees, or Visitors interested in our newsletter may also submit their name and email addresses to join our mailing list. We also receive other similar information provided by you if you participate in an event hosted by or attended by Papertrail or its partners (such as webinars, conferences, and trade shows) and in your interactions with our social media accounts.
• Additional Information: We may also receive certain Personal Data as you interact with Papertrail through activities such as surveys, focus groups, customer support tickets, or any other product education initiatives aimed at receiving User, Invitee or Viewer feedback.

Information Collected Automatically From You

We and our authorised third parties use Cookies, pixels, web beacons, and other technologies (such as local storage) to receive and store certain types of information when you interact with us through your computer or mobile device (subject to your consent, opt-out preferences or other appropriate legal basis where legally required). Here is more specific information about the types of information we collect:

• Log & Device Data: When you access the Website or the Services, we and our authorised third parties may automatically record certain information (“log data”), including information that your browser sends whenever you visit our Website. This log data may include the web address you came from or are going to, your device model, operating system, browser type, unique device identifier, IP address, mobile network carrier, and time zone or approximate location.
• Cookie and Local Storage Data. Depending on how you’re accessing our Services and subject to your consent, opt-out preferences, or other appropriate legal basis where legally required, we and our authorised third parties may use “Cookies” (a small text file sent by your computer each time you visit our Website, unique to your Papertrail account or your browser) or similar technologies such as pixels, web beacons or local storage to record log data. When we use Cookies, we may use ‘session’ Cookies (that last until you close your browser) or ‘persistent’ Cookies (that last until you or your browser deletes them). For example, we may use Cookies to keep you logged into Papertrail. Some of the Cookies we use are associated with your Papertrail account (including Personal Data about you, such as the email address you gave us), and other Cookies are not. Papertrail provides a centralised cookie management service across the entire Papertrail Website. When visiting the Papertrail Website or a booking page for the first time, Users, Invitees and Visitors will see a cookie banner in accordance with their region. Cookie preferences can be adjusted at any time. Users can find the link to manage their cookie preferences by accessing “Cookie Settings” under “Account Settings” within their Papertrail account. Invitees can click on “Cookie Settings” within any booking page they receive. Users, Invitees and Visitors can also navigate to the footer of the Papertrail Website at any time and change their Cookie preferences under “Cookie Settings” or “Your Privacy Choices.” We may also use your browser’s local storage under “localStorage” to store certain information that enables us to recognize you when you return to our website. You may erase the local storage objects by deleting your browser's history. ( you can opt out through the “Cookie Preferences” link made available to you on the booking page you receive from a Prelude User.)
• Usage Data. When you use our Services either as a User or an Invitee, we and our authorized third parties collect certain information about how you use the Services. For example, we collect information on the meeting types our Users use most often, and how many meetings are scheduled each day. We aggregate this information and use it to help us monitor and improve the Services, such as to determine which features are most popular amongst our Users, and which features could be added or improved.

Third Party Tools

We may disclose information to third parties or allow third parties to directly collect information using these technologies on our Website, such as social media companies, advertising networks, companies that provide analytics including ad tracking and reporting, security providers, and others that help us operate our Services and Website. We use such third-party tools subject to your consent, opt-out preferences, or other appropriate legal basis where legally required. For example, we use third-party providers such as Google Analytics to provide certain analytics and Visitor interactions services to Papertrail in connection with our operation of our Website, including the collection and tracking of certain data and information regarding the characteristics and activities of Visitors to the Papertrail Website. To learn how Google Analytics collects and processes data, please visit: “How Google uses data when you use our partners’ sites or apps” located at www.google.com/policies/privacy/partners. We also use session replay, session recording, and similar tools provided by third party Service Providers (as defined below) to record your interactions with our Website, such as how you move throughout our Website and engage with our webforms. In addition to analytics, this information helps us improve our Website and Services, our marketing activities, and identify and fix technical issues visitors may be having with our Website.

Certain third-party tools may not be opted out of and are essential to our service. For example, Papertrail has implemented Google reCAPTCHA Enterprise to help prevent spam and abuse. reCAPTCHA Enterprise collects hardware and software information, such as device and application data, and sends it to Google for purposes of providing, maintaining, and improving reCAPTCHA Enterprise and for general security purposes. This information is not used by Google for personalized advertising. Your use of reCAPTCHA Enterprise is subject to Google’s Privacy Policy and Terms of Use.

How We Use Your Information

We may use information that we collect about you, including Personal Data, to:

Provide the Papertrail services:
• We will use your information to provide our Services to you, including to facilitate scheduling; create and manage your account; respond to your inquiries; prevent or address service errors, security, or technical issues; analyse and monitor usage; prevent spam, fraud and abuse on the Services; investigate potential violations of our Terms, verify your identity; and for other customer service and support purposes. We use the payment information you provide to us in order to alert you of past, current, and upcoming charges, to allow us to present the billing history to you on your billing page in your account, and to perform internal financial processes, such as looking at the status of a credit card charge. In the event of a credit card dispute, we also share account information with your bank to verify the legitimacy of a charge. For EU / UK purposes, our legal bases for processing are performance of a contract and legitimate interests.
• Understand and improve our products. We will perform research and analysis about your use of, or interest in, our products, Services, or content, or products, services or content offered by others. We do this to help make our products better and to develop new products. For EU /UK purposes, our legal basis for processing is legitimate interests.

Communicate with you:
• Service-related communications. We may send you service and administrative emails to ensure the service is working properly. We will also email you regarding your calendar appointments. These messages are considered part of the Services and you may not opt out of these messages. For EU/UK purposes, our legal basis for processing is performance of a contract.
• Promotional: Subject to your opt-out preference and subscription, we may send you emails about new product features or other news about Papertrail or on topics we think would be relevant to you. You may opt out of receiving these communications at any time. Visit the ‘Your Rights and Choices’ section below. For Papertrail Invitees, please be assured that we do not use the email addresses that you enter to schedule a meeting with a Papertrail User to send any type of direct marketing. However, you may receive marketing communications if you have used the same email address to sign up for them previously or to manage your account as a Papertrail User. For EU/UK purposes, our legal basis for processing is consent or legitimate interests.
• Responding to your requests: We will also use your information to respond to your questions or comments. For EU/UK purposes, our legal bases for processing are performance of a contract, legitimate interests and/or compliance with a legal obligation.
• Administrative: We may contact you to inform you about changes to your account, our Services and other important service-related notices, such as changes to the Terms or Privacy Notice or about security or fraud notices. For EU/UK purposes, our legal bases for processing are performance of a contract, legitimate interests, and/or compliance with a legal obligation.

Protecting Rights and Interests:
• We will use your information to protect our rights and interests as well as the rights and interests of our Users and any other person, as well as to enforce this Privacy Notice or our Terms. For EU/UK purposes, our legal basis for processing is legitimate interests.

Legal Compliance:
• We may use your information to comply with applicable legal or regulatory obligations, including complying with requests from law enforcement or other governmental authorities, or in legal proceedings involving Papertrail. For EU/UK purposes, our legal basis for processing is compliance with a legal obligation.
• We also may use your information to manage our business or perform functions as otherwise described to you at the time of collection subject to your consent where legally required. For EU/UK purposes, our legal basis for processing is consent or legitimate interests.

Use of Google user data

Data Protection

• When we interact with Google Workspace APIs, the data is used solely for the purpose of providing our specified Services to you, as outlined in the previous sections of this privacy policy. This data is handled with strict adherence to our security protocols and data protection practices.

Limited Use

• Our use of Google Workspace API data is restricted to:
  • Providing and improving our core scheduling and calendar management services
  • Facilitating direct user-requested functionality
  • Maintaining service quality and security

Artificial Intelligence and Machine Learning

• Google Workspace APIs: We explicitly affirm that any data accessed through Google Workspace APIs is not used to develop, train, improve, or otherwise contribute to any generalized or non-personalized artificial intelligence or machine learning models. This applies to both our own AI/ML development and any third-party AI/ML systems.

This policy reflects our commitment to protecting your data and complying with Google's API Services User Data Policy. For EU/UK purposes, our legal basis for processing is performance of a contract and compliance with legal obligations.

With Whom We May Share Your Information

We may share information we collect about you, including Personal Data, in the following ways:

Your Rights and Choices

Depending on your relationship with Papertrail, you may exercise your rights and choices in the following ways:

• Account: If you are a User, you may keep your Personal Data accurate and complete by logging into the Services to review and update your account information, including contact and billing information, via your account settings page.
• E-mail: As described above, if you do not wish to receive promotional emails from us, you may opt out at any time by following the opt-out link contained in the email itself. Please note that it may take up to ten (10) days to process your request. Please also note that if you opt out of receiving marketing communications from us, we may continue to send to you service-related emails which are not available for opt-out. If you do not wish to receive any service-related emails from us, you have the option to delete your account.
• Cookies: You may also refrain from providing or may withdraw your consent for nonessential Cookies via your browser settings. Your browser’s help function should contain instructions on how to set your computer to accept all Cookies, to notify you when a Cookie is issued, or to not receive Cookies at any time. Please keep in mind that certain Cookies are required to authenticate Users as well as perform some actions within Papertrail (such as to pay for an event as an Invitee via Papertrail), so to use the Website, some strictly necessary Cookies are required. You may also manage the use of targeting, performance, and functional cookies on this website by clicking the “Cookie Settings” or “Your Privacy Choices” link located on the footer of this page.
• Third-party analytics and advertising services: Some of the Service Providers we use provide the ability to opt-out.
• Google Analytics. You may opt out of Google Analytics’ services using the Opt-Out feature on their website. The Google Analytics service is provided by Google Inc. You can opt-out from Google Analytics service from using your information by installing the Google Analytics Opt-out Browser tool: https://tools.google.com/dlpage/gaoptout. For more information on the privacy practices of Google, please visit the Google Privacy & Terms web page: https://policies.google.com/privacy.
• Additional Rights: Depending on where you live, you may have the following rights, subject to any applicable exemptions or limitations:
• The right to know and access your Personal Data, such as the categories of Personal Data we have collected, the sources of Personal Data, the purposes of collection, and how we used, disclosed, sold, or shared Personal Data;
• The right to correct inaccurate Personal Data that we maintain about you;
• The right to delete your Personal Data under specific circumstances;
• The right to opt out of the sale or sharing of your Personal Data, as such terms are defined by applicable laws;
• The right to object or opt out of certain types of processing, such as targeted advertising, direct marketing, and certain types of profiling and automated decision-making;
• The right to request the restriction of processing of your Personal Data;
• The right to data portability, which means requesting a copy of your Personal Data in an accessible format;
• The right to withdraw your consent under certain circumstances; and
• The right to lodge a complaint with the relevant data protection supervisory authority. Where applicable, you can find contact information for your data protection supervisory authority on the European Data Protection Board’s website, https://edpb.europa.eu/about-edpb/about-edpb/members_en, or through other publicly available sources.

To the extent any of the above rights are applicable, you may exercise your rights by contacting us at privacy@getpapertrail.app. We will take steps to verify your identity before processing certain requests. We will not fulfil your request unless you have provided sufficient information for us to reasonably verify you are the individual about whom we collected Personal Data. If you have an Account with us, we will use our existing Account authentication practices to verify your identity. If you do not have an Account with us, we may request additional information about you to verify your identity. We will only use the Personal Data provided in the verification process to verify your identity or authority to make a request and to track and document request responses, unless you initially provided the information for another purpose. Papertrail will retain the relevant records associated with your request to demonstrate our compliance in accordance with reasonable retention periods.

Based on your jurisdiction, you may be able to use an authorised agent to submit a rights request on your behalf. When we verify your agent’s request, we may verify both your and your agent’s identity and request a signed document from you that authorises your agent to make the request on your behalf. To protect your Personal Data, we reserve the right to deny a request from an agent that does not submit proof that they have been authorised by you to act on their behalf.

Certain laws may give you a right to appeal any denials of your request to exercise your rights. If we deny your request and you would like to submit an appeal, please contact us at privacy@getpapertrail.app.

Note on Third-Party Links

Our Website may contain links to third-party websites and applications. Subject to your opt-out or consent preferences, we may also use third-party advertisers, ad networks, and other advertising, marketing, and promotional companies, to serve advertisements on our Website. Any access to and use of such linked websites and applications is not governed by this Privacy Notice but instead is governed by the privacy policies of those third parties. We do not endorse these parties, their content, or any products and services they offer, and we do not endorse these parties, their content, or any products and services they offer, and we are not responsible for the information practices of such third-party websites or applications.

Security and Storage of Information.

Given the nature of communications and information processing technology, there is no guarantee that Personal Data will be absolutely safe from access, alteration, or destruction by a breach of any of our physical, technical, and managerial safeguards. However, Papertrail takes the security of your Personal Data very seriously. We work hard to protect the Personal Data that you provide from loss, misuse, unauthorised access, or disclosure and we have taken reasonable steps to help protect the Personal Data we collect.

You should also take steps to protect against unauthorised access to your device and account by, among other things, choosing a unique and complex password that nobody else knows or can easily guess and keeping your log-in and password private. We are not responsible for any lost, stolen, or compromised passwords or for any activity on your account via unauthorised password activity.

We retain the Personal Data we collect for so long as is reasonably necessary to fulfil the purposes for which the data was collected, to perform our contractual and legal obligations (including any exemptions or exceptions contemplated by law), and for any applicable statute of limitations periods for the purposes of bringing and defending claims.

Users Outside the Australia

Our application and database servers are located here in Australia. If you are an individual located in the United States, European Economic Area, the United Kingdom, Canada or another jurisdiction outside of the Australia with laws and regulations governing Personal Data collection, use, and disclosure that differ from United States laws, please be aware that information we collect (including through the use of methods such as Cookies and other web technologies) will be processed and stored in the United States or in other countries where we or our third-party Service Providers have operations.

By submitting your Personal Data to Papertrail and using Papertrail, you expressly consent to have your Personal Data transferred to, processed, and stored in the United States or another jurisdiction which may not offer the same level of privacy protection as those in the country where you reside or are a citizen.

In connection with the operation of its Website, Papertrail may transfer your Personal Data to various locations, which may include locations both inside and outside of the European Economic Area. We rely on the EU-U.S. Data Privacy Framework and Standard Contractual Clauses and the UK Addendum to legally transfer Personal Data submitted relating to individuals in the European Economic Area, the United Kingdom and Switzerland.

EU-U.S. Data Privacy Framework Notice

At Papertrail, we adhere to the EU-U.S. Data Privacy Framework as outlined by the U.S. Department of Commerce, ensuring that personal data transferred from the EU, EEA, and Switzerland is handled in compliance with privacy principles like notice, choice, accountability, security, data integrity, and access rights.

We collect and process personal data to improve our AI-tool services, enhance client management, and provide optimal functionality for users. Data collected may include contact information, user credentials, communication records, and client data needed for requested services.

For onward transfers of personal data, we require our partners to comply with strict privacy and security measures under the Framework. If you have any concerns or requests related to your personal data, you may contact us at privacy@getpapertrail.app.

Changes to this Privacy Notice

This Privacy Notice is current as of the Effective Date set forth above. This Privacy Notice may change if there is a material change to the way information is handled at Papertrail, or to clarify our Notice or adjust clerical errors.

If any changes are made, we’ll post them on this page, so please be sure to check back periodically. If you continue to use Papertrail after those changes are in effect, you agree to the revised Privacy Notice.

Contacting Us

If you have any questions or comments about this Privacy Notice or anything related to privacy, please contact us via email at privacy@getpapertrail.app.