Last updated: September 10th, 2024.

 

This Privacy Policy describes how Rulebook Inc. (“we”, “us,” “our”) collects, uses and discloses information about individuals who use our websites (www.rulebook.ai, www.regufy.ai, and www.policyprotect.ai), applications, services, tools and features, purchase our products or otherwise interact with us (collectively, the “Services”). For the purposes of this Privacy Policy, “you” and “your” means you as the user of the Services, whether you are a customer, website visitor, job applicant, representative of a company with whom we do business, or another individual whose information we have collected pursuant to this Privacy Policy. This Privacy Policy does not apply to content that we process on behalf of customers of our business offerings. Use of our business offerings is governed by the Terms and Conditions, including the Data Processing Addendum incorporated into such terms, that you agreed to when signing up for a subscription to those services.

 

Please read this Privacy Policy carefully.  By using any of the Services, you agree to the collection, use, and disclosure of your information as described in this Privacy Policy.  If you do not agree to this Privacy Policy, please do not use or access the Services.

 

1. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will post an updated version on this page. If we make material changes to the way in which we use or disclose information we collect, we will use reasonable efforts to notify you (such as by emailing you at the last email address you provided us, by posting notice of such changes on the Services, or by other means consistent with applicable law) and will take additional steps as required by applicable law.

 

If you do not agree to any updates to this Privacy Policy, please do not continue using or accessing the Services.

 

2. Collection and Use of Your Information

When you use or access the Services, we collect certain categories of information about you from a variety of sources. 

 

Information You Provide to Us

 

Some features of the Services may require you to directly provide us with certain information about yourself. You may elect not to provide this information, but doing so may prevent you from using or accessing these features. Information that you directly submit through our Services includes:

 

Basic contact details, such as name, address, phone number, and email. We use this information to provide the Services, and to communicate with you (including to tell you about certain promotions or products or services that may be of interest to you).

 

• Account Information: When you create an account with us, we will collect information associated with your account, including your name, contact information, account credentials. We use this information to provide the Services and to maintain and secure your account with us. If you choose to register an account, you are responsible for keeping your account credentials safe. We recommend you do not share your access details with anyone else. If you believe your account has been compromised, please contact us immediately.

• Payment information, such as credit or debit card information and billing address, which we collect using a third party payment processor. We use this information to process your payment and provide the Services.

• User Content: When you use our Services, we collect Personal Information that is included in the input, file uploads, or feedback that you provide to our Services.

• Applicant details, such as information included in your resume or CV, references, and job history. We use applicant details to process your application for employment and to evaluate your candidacy.

• Communication Information:  If you communicate with us, we collect your name, contact information, and the contents of any messages you send (“Communication Information”).

• Any other information you choose to include in communications with us, for example, when you participate in our events or surveys or provide us with information to establish your identity.

 

Information We Collect Automatically

 

We also automatically collect certain information about your interaction with the Services (“Usage Data”). To do this, we may use cookies and other tracking technologies (“Tracking Technologies”). Usage Data includes:

 

• Log Data: Information that your browser or device automatically sends when you use our Services. Log data includes your Internet Protocol address, browser type and settings, the date and time of your request, and how you interact with our Services.

• Usage Data: We may automatically collect information about your use of the Services, such as the types of content that you view or engage with, the features you use and the actions you take, as well as your time zone, country, the dates and times of access, user agent and version, type of computer or mobile device, and your computer connection.

• Device Information: Includes name of the device, operating system, device identifiers, and browser you are using. Information collected may depend on the type of device you use and its settings.

• Cookies: We use cookies to operate and administer our Services, and improve your experience. A “cookie” is a piece of information sent to your browser by a website you visit. You can set your browser to accept all cookies, to reject all cookies, or to notify you whenever a cookie is offered so that you can decide each time whether to accept it. However, refusing a cookie may in some cases preclude you from using, or negatively affect the display or function of, a website or certain areas or features of a website. For more details on cookies, please visit All About Cookies(opens in a new window).

• Analytics: We may use a variety of online analytics products that use cookies to help us analyze how users use our Services and enhance your experience when you use the Services.

 

Information Collected From Other Sources 

 

We may obtain information about you from outside sources, including information that we collect directly from third parties and information from third parties that you choose to share with us. Such information includes:

 

• Analytics data we receive from analytics providers such as Google Analytics.

• We have pages on social media sites like Instagram, Facebook, Medium, Twitter, YouTube and LinkedIn. When you interact with our social media pages, we will collect Personal Information that you elect to provide to us, such as your contact details (collectively, “Social Information”). In addition, the companies that host our social media pages may provide us with aggregate information and analytics about our social media activity.

• Information we receive from career websites, such as LinkedIn or Indeed, which we use to process your application for employment.

• Information we receive from consumer marketing databases or other data enrichment companies, which we use to better customize advertising and marketing to you.

• Information we receive when you choose to link any third party platforms to your account, such as Google or Facebook, which we use to maintain your account and login information.

 

Any information we receive from outside sources will be treated in accordance with this Privacy Policy. We are not responsible for the accuracy of the information provided to us by third parties and are not responsible for any third party’s policies or practices. For more information, see the section below, Third Party Websites and Links.

 

We may use Personal Information for the following purposes:

 

• To provide, administer, maintain and/or analyze the Services;

• To improve our Services and conduct research;

• To communicate with you; including to send you information about our Services and events;

• To develop new programs and services;

• To prevent fraud, criminal activity, or misuses of our Services, and to protect the security of our IT systems, architecture, and networks;

• To carry out business transfers; and

• To comply with legal obligations and legal process and to protect our rights, privacy, safety, or property, and/or that of our affiliates, you, or other third parties.

 

In addition to the specific uses described above, we may use any of the above information to provide you with and improve the Services and to maintain our business relationship, including by enhancing the safety and security of our Services (e.g., troubleshooting, data analysis, testing, system maintenance, and reporting), providing customer support, sending service and other non-marketing communications, monitoring and analyzing trends, conducting internal research and development, complying with applicable legal obligations, enforcing any applicable terms of service, and protecting the Services, our rights, and the rights of our employees, users or other individuals.

 

Finally, we may deidentify or anonymize your information such that it cannot reasonably be used to infer information about you or otherwise be linked to you (“deidentified information”) (or we may collect information that has already been deidentified/anonymized), and we may use such deidentified information for any purpose. To the extent we possess or process any deidentified information, we will maintain and use such information in deidentified/anonymized form and not attempt to re-identify the information, except solely for the purpose of determining whether our deidentification/anonymization process satisfies legal requirements.

 

3. Cookies and Other Tracking Technologies

Most browsers accept cookies automatically, but you may be able to control the way in which your devices permit the use of Tracking Technologies. If you so choose, you may block or delete our cookies from your browser; however, blocking or deleting cookies may cause some of the Services, including certain features and general functionality, to work incorrectly. If you have questions regarding the specific information about you that we process or retain, as well as your choices regarding our collection and use practices, please contact us using the information listed below.

 

To opt out of tracking by Google Analytics, click here.

 

4. Disclosure of Your Information

We may disclose your information to third parties for legitimate purposes subject to this Privacy Policy, including the following categories of third parties: 

 

• Vendors and Service Providers: To assist us in meeting business operations needs and to perform certain services and functions, we may provide Personal Information to vendors and service providers, including providers of hosting services, customer service vendors, cloud services, email communication software, web analytics services, and other information technology providers, among others. Pursuant to our instructions, these parties will access, process, or store Personal Information only in the course of performing their duties to us. 

• Business Transfers: If we are involved in strategic transactions, reorganization, bankruptcy, receivership, or transition of service to another provider (collectively, a “Transaction”), your Personal Information and other information may be disclosed in the diligence process with counterparties and others assisting with the Transaction and transferred to a successor or affiliate as part of that Transaction along with other assets.

• Legal Requirements: We may share your Personal Information, including information about your interaction with our Services, with government authorities, industry peers, or other third parties (i) if required to do so by law or in the good faith belief that such action is necessary to comply with a legal obligation, (ii) to protect and defend our rights or property, (iii) if we determine, in our sole discretion, that there is a violation of our terms, policies, or the law; (iv) to detect or prevent fraud or other illegal activity; (v) to protect the safety, security, and integrity of our products, employees, or users, or the public, or (vi) to protect against legal liability.

• Affiliates: We may disclose Personal Information to our affiliates, meaning an entity that controls, is controlled by, or is under common control with Rulebook Inc. Our affiliates may use the Personal Information we share in a manner consistent with this Privacy Policy.

• Other Users and Third Parties You Share Information With: Third parties to whom you request or direct us to disclose information, such as through your use of social media widgets or login integration. Certain features allow you to display or share information with other users or third parties. For example, you may share Regufy results with other users via shared links or send information to third-party applications. Be sure you trust any user or third party with whom you share information.

 

We may also disclose your information as needed to comply with applicable law or any obligations thereunder or to cooperate with law enforcement, judicial orders, and regulatory inquiries, to enforce any applicable terms of service, and to ensure the safety and security of our business, employees, and users.

 

5. Third Party Websites and Links

We may provide links to third-party websites or platforms. If you follow links to sites or platforms that we do not control and are not affiliated with us, you should review the applicable Privacy Policy, policies and other terms. We are not responsible for the privacy or security of, or information found on, these sites or platforms. Information you provide on public or semi-public venues, such as third-party social networking platforms, may also be viewable by other users of the Services and/or users of those third-party platforms without limitation as to its use. Our inclusion of such links does not, by itself, imply any endorsement of the content on such platforms or of their owners or operators.

 

6. Children’s Privacy

Our Service is not directed to children under the age of 13. Children under the age of 13 are not permitted to use the Services, and we do not seek or knowingly collect any personal information about children under 13 years of age. If we become aware that we have unknowingly collected information about a child under 13 years of age, we will make commercially reasonable efforts to delete such information. If you are the parent or guardian of a child under 13 years of age who has provided us with their personal information, you may contact us using the below information to request that it be deleted. We will investigate any notification and if appropriate, delete the Personal Information from our systems. If you are 13 or older, but under 18, you must have permission from your parent or guardian to use our Services.

 

7. Data Security and Retention

We implement commercially reasonable technical, administrative, and organizational measures to protect Personal Information both online and offline from loss, misuse, and unauthorized access, disclosure, alteration, or destruction. However, no Internet or email transmission is ever fully secure or error free. In particular, email sent to or from us may not be secure. Therefore, you should take special care in deciding what information you send to us via the Service or email. In addition, we are not responsible for circumvention of any privacy settings or security measures contained on the Service, or third-party websites.

 

We’ll retain your Personal Information for only as long as we need in order to provide our Service to you, or for other legitimate business purposes such as resolving disputes, safety and security reasons, or complying with our legal obligations. How long we retain Personal Information will depend on a number of factors, such as the amount, nature, and sensitivity of the information, the potential risk of harm from unauthorized use or disclosure, our purpose for processing the information, and any legal requirements.

 

8. International Users

 

By using our Service, you understand and acknowledge that your Personal Information will be processed and stored in our facilities and servers in the United States and Canada and may be disclosed to our service providers and affiliates in other jurisdictions.

 

Legal basis for processing. Our legal bases for processing your Personal Information include:

 

• Performance of a contract with you when we provide and maintain our Services. When we process Account Information, Content, and Technical Information solely to provide our Services to you, this information is necessary to be able to provide our Services. If you do not provide this information, we may not be able to provide our Services to you. 

• Our legitimate interests in protecting our Services from abuse, fraud, or security risks, or in developing, improving, or promoting our Services, including when we train our models. This may include the processing of Account Information, Content, Social Information, and Technical Information. Read our instructions(opens in a new window) on how you can opt out of our use of your information to train our models.

• Your consent when we ask for your consent to process your Personal Information for a specific purpose that we communicate to you. You have the right to withdraw your consent at any time.

• Compliance with our legal obligations when we use your Personal Information to comply with applicable law or when we protect our or our affiliates’, users’, or third parties’ rights, safety, and property.

 

Data transfers. Where required, we will use appropriate safeguards for transferring Personal Information outside of certain countries. We will only transfer Personal Information pursuant to a legally valid transfer mechanism.

 

Data protection officer. You can contact our data protection officer at privacy@rulebook.ai in matters related to Personal Information processing.

 

9. California Residents

 

This section applies to you only if you are a California resident (“resident” or “residents”). For purposes of this section, references to “personal information” shall include “sensitive personal information,” as these terms are defined under the California Consumer Privacy Act (“CCPA”).

 

Processing of Personal Information

 

The specific business or commercial purposes for which we collect your personal information and the categories of sources from which we collect your personal information are described in the section above, Collection and Use Your Information. We only use and disclose sensitive personal information for the purposes specified in the CCPA. The criteria we use to determine how long to retain your personal information is described in the section above, Data Security and Retention. 

 

We disclosed personal information over the preceding 12 months for the following business or commercial purposes:  

 

• to communicate with you, provide you with products and services, to market to you, etc.

• to maintain and secure your account with us;

• to process your payment, to provide you with products or services you have requested;

• to evaluate your candidacy and process your application for employment.  

 

Selling and/or Sharing of Personal Information 

 

We do not “sell” or “share” (as those terms are defined under the CCPA) personal information, nor have we done so in the preceding 12 months. Further, we do not have actual knowledge that we “sell” or “share” personal information of residents under 16 years of age. 

 

Your California Privacy Rights

 

As a California resident, you may have the rights listed below in relation to personal information that we have collected about you. However, these rights are not absolute, and in certain cases, we may decline your request as permitted by law. 

 

Right to Know. You have a right to request the following information about our collection, use and disclosure of your personal information: 

 

• categories of personal information we have collected, disclosed for a business purpose, ; 

• categories of sources from which we collected personal information; 

• the business or commercial purposes for collecting personal information; 

• categories of third parties to whom the personal information was disclosed for a business purpose; and 

• specific pieces of personal information we have collected.  

 

Right to Delete. You have a right to request that we delete personal information we maintain about you. 

 

Right to Correct. You have a right to request that we correct inaccurate personal information we maintain about you. 

 

You may exercise any of these rights by contacting us using the information provided below. We will not discriminate against you for exercising any of these rights. We may need to collect information from you to verify your identity, such as your email address and government issued ID, before providing a substantive response to the request. You may designate, in writing or through a power of attorney document, an authorized agent to make requests on your behalf to exercise your rights. Before accepting such a request from an agent, we will require that the agent provide proof you have authorized them to act on your behalf, and we may need you to verify your identity directly with us. 

 

Users Under 18

 

Any residents under the age of eighteen (18) who have registered to use the Services and who have posted content or information on the Services can request that such information be removed from the Services by contacting us at the e-mail or address set forth in the section below, How to Contact Us. Such request must state that they personally posted such content or information and detail where the content or information is posted. We will make reasonable good faith efforts to remove the post from prospective public view or anonymize it so the resident cannot be individually identified. This removal process cannot ensure complete or comprehensive removal. For instance, third parties may have republished the post, and archived copies of it may be stored by search engines and other parties that we do not control.

 

10. How to Contact Us

Should you have any questions about our privacy practices or this Privacy Policy, please email us at privacy@rulebook.ai.