Warmly Privacy Policy

This Privacy Policy applies to our website located at https://www.warmly.ai and any other website we own and operate that links to this Privacy Policy (collectively, the “Site”), Warmly’s services and our related technology, software, and integrations that our customers install or use in connection with their use of our products and services (collectively, the “Services”), our social media pages, our events, and our emails, texts, and other electronic communications (collectively, and together with the Site and the Services, the “Platform”).

This Privacy Policy does not apply to information collected on or through third-party websites, applications, destinations, technologies, or services linked to from our Site or used in connection with our Services that are not owned and operated by Warmly.

Please read this Privacy Policy carefully to understand our policies and practices regarding your personal information and how we treat it. By accessing or using the Platform, you acknowledge that you have read and understand this Privacy Policy.

We use the personal information described in this subsection for the purposes identified throughout this Privacy Policy or at the time of collection, including without limitation for purposes of auditing, security, debugging, internal research and development, maintaining the quality and safety of our Services, and service performance purposes. For example, we use information to measure web traffic and usage activity on our Site for purposes of improving and enhancing the functionality of our Site, to look for possible fraudulent activity, and to better understand the sources of traffic and transactions on our Site. Cookies also allow our servers to remember your account information for future visits and to provide personalized and streamlined information across related pages on our Site. In order to understand and improve the effectiveness of our advertising, we may also use web beacons, cookies, and other technology to identify the fact that you have visited our Site or seen one of our advertisements.

Account registration and profile information. When you register for a Warmly account, we collect your username, password and email address. Once you register for an account, you may also create a chatbot profile that can be viewed by Warmly when interacting with our chatbot services. Your chatbot profile includes information you choose to add, such as your profile photo, job title and other work-related information, your approximate location (e.g., city), links to your profiles on various social networks, and other preferences and information. We use your account and profile information to administer your account, provide you with the relevant services and information, communicate with you regarding your account, provide and operate the Services, and for customer support purposes.

Billing information. To make a payment to Warmly, we require you to provide your billing details, such as a name, address, email address and, in some instances, financial information corresponding to your selected method of payment. If you provide a billing address, we will regard that as the location of the account holder.

‍Feedback or contacting us. When you provide us feedback or contact us, including for support, or otherwise engage with us online or offline (e.g., at an in-person event), we may collect your name and email address, as well as any other contact information or content included in your communication, in order to send you a reply and to act on the feedback or information you have provided to us.

‍Other personal information you intentionally share. We also collect personal information at such other points through our Platform that state that personal information is being collected so that we may provide the features or functionality requested and for other purposes described in this Privacy Policy or at the point of collection. We also collect personal information if you submit it to us in other contexts (e.g., if you provide us with a testimonial).

‍Linking information. To the extent we are able to do so, we may link your non-personally identifiable information with your personally identifiable information, and we may also link personal information collected online with personal information we collect offline or from third parties.

Account registration and profile information. When you register for a Warmly account, we collect your username, password and email address. Once you register for an account, you may also create a chatbot profile that can be viewed by Warmly when interacting with our chatbot services. Your chatbot profile includes information you choose to add, such as your profile photo, job title and other work-related information, your approximate location (e.g., city), links to your profiles on various social networks, and other preferences and information. We use your account and profile information to administer your account, provide you with the relevant services and information, communicate with you regarding your account, provide and operate the Services, and for customer support purposes.

Billing information. To make a payment to Warmly, we require you to provide your billing details, such as a name, address, email address and, in some instances, financial information corresponding to your selected method of payment. If you provide a billing address, we will regard that as the location of the account holder.

‍Feedback or contacting us. When you provide us feedback or contact us, including for support, or otherwise engage with us online or offline (e.g., at an in-person event), we may collect your name and email address, as well as any other contact information or content included in your communication, in order to send you a reply and to act on the feedback or information you have provided to us.

‍Other personal information you intentionally share. We also collect personal information at such other points through our Platform that state that personal information is being collected so that we may provide the features or functionality requested and for other purposes described in this Privacy Policy or at the point of collection. We also collect personal information if you submit it to us in other contexts (e.g., if you provide us with a testimonial).

‍Linking information. To the extent we are able to do so, we may link your non-personally identifiable information with your personally identifiable information, and we may also link personal information collected online with personal information we collect offline or from third parties.

Usage data. When you visit our Site, we collect usage data about your interactions with our Site and our emails and other electronic communications. This may include the source that referred you to our Site (such as the website or email link), which webpages you visit, time spent on a page, what you click on, when you performed those actions, number and duration of visits, and so on. Additionally, like most websites today, our web servers keep log files that record data each time a device accesses those servers. The log files contain data about the nature of each access, including originating IP addresses, internet service providers, the files viewed on our Site (e.g., HTML pages, graphics, etc.), content submitted through webforms, operating system versions, and timestamps. Personal information gathered through tracking technologies may include internet or other electronic network activity information for the purposes of cross-device tracking for targeted advertising.

‍Device data. We collect data from the device and application you use to access our Site, such as your IP address, operating system version, device type, system and performance information, and browser type. We may also infer your geographic location based on your IP address. 

Like many online services, we may use the following technologies to facilitate some of the automatic data collection described above on our Site, through our chatbot, and in our emails and other electronic communications:

‍Cookies. Like many online services, we and our third-party partners and providers may use cookies to automatically collect certain types of usage information when you visit or interact with our Site. “Cookies” are small pieces of information that a website sends to your computer’s hard drive while you are viewing the website. We may use both session cookies (which expire once you close your web browser) and persistent cookies (which stay on your computer until you delete them) to provide you with a more personal and interactive experience on our Site and with our Services. This type of information is collected to make the Site and our Services more useful to you and to tailor the experience with us to meet your special interests and needs. We also use or may use the data collected through cookies to:  (a) remember information so that you will not have to re-enter it during your visit or the next time you visit our Site; (b) provide and monitor the effectiveness of our Site and Services; (c) monitor online usage and activities of our Site and Services; (d) diagnose errors and problems with our Site and Services; (e) otherwise plan for and enhance our Site and Services; and (f) facilitate the purposes identified in the “How We Use Personal Information” section below. 

We and our advertising partners also use the information we collect through cookies to understand your browsing activities, including across unaffiliated third-party sites, so that we can deliver ads and information about products and services that may be of interest to you. Please note that we link some of the personal information we collect through cookies with the other personal information that we collect about you for the purposes described in this Privacy Policy.  

‍Web beacons (tracking pixels or clear GIFs). Web beacons (also known as tracking pixels or clear GIFs) are bits of data that – similar to cookies – are used to monitor and track user behavior. For example, web beacons can be used to count the number of users who access a website or open an email, know the content that was viewed, and can also allow us to see if a cookie has been activated. We use web beacons on the Site and in our emails to, for example, see how successful an article has been, or whether an email message was successfully delivered and read in a marketing campaign (or if you have clicked on any links contained in our emails). We may use this information to help us identify which content or emails are more interesting to you.

When our Services are installed and operating on a website or other online service, we collect certain usage data and device data automatically, such as:

• IP Address
• URL and URL’s UTM parameters
• Session cookie
• Session status (active, idle, closed)
• Client Id
• Form fill information
• User Agent
• Messages exchanged via chat
• Pages visited
• Time spent on page
• Inbound widget interactions (e.g., requesting a call/chat)

We use web beacons and similar tracking technologies to collect this personal information, including in connection with our chatbot. These technologies allow us to automatically collect and track information about you and other web visitors when you visit websites and other online services where our Services are being used, including when you interact with our chatbot technology on those websites. We collect and use the personal information collected via our Services and match it with personal information we collect from our third-party data providers in order to provide our customers with a better understanding of who you are, such as your name, contact information, and the company that you work for. 

Our Services also include session-observing technology, which is a software program that may be installed on a website or other online service that enables the website operator to view a user’s interaction with the website or online service in real-time. The live session view may include users’ clicks, mouse movements, scrolls, typing, and other activity taken during the session. We also use this technology on our own Site. This technology allows us and our customers to have a better understanding of how visitors are using and interacting with online properties where the technology is installed, to identify visitors who may be interested in certain features, or to optimize marketing efforts.

Single sign-on or sign-on integrations. We may use single sign-on (“SSO”) or sign-on integrations with third parties to allow a user to authenticate their account for the Services using one set of login information, including through Google or Microsoft. We will have access to certain information from those third parties in accordance with the authorization procedures determined by those third parties, which may include, for example, your name, username, email address, language preference, and profile picture. We use this information to operate, maintain, and provide to you the features and functionality of the Services. We may also send you service-related emails or messages (e.g., account verification, customer support, changes, or updates to features of the Site, technical and security notices).

Social media. When you interact with our Site through various social media, such as when you click on the social media icon on the Site, follow us on a social media Site, or post a comment to one of our pages, we may receive information from the social network such as your profile information, profile picture, gender, username, user ID associated with your social media account, age range, language, country, and any other information you permit the social network to share with third parties. The data we receive is dependent upon your privacy settings with the social network. We use this information to operate, maintain, and provide you with the features and functionality of the Service, as well as to communicate directly with you, such as to send you email messages about products and services that may be of interest to you.

‍Customers. We collect information that our customers provide to us. For example, we collect personal information through our Services when our customers install our technology on their websites. We also offer enhanced functionality to organizations who opt in to providing us with access to their CRM application (e.g., Salesforce or HubSpot). Customers can decide whether to enable Warmly access to read their CRM data (e.g., company name, website, contact information, and related deals or transactions) or to also write data to their CRM application. In addition, our customers may choose to integrate Warmly with other applications and services they use in order to provide additional categories of personal information to the Services. 

Data providers and other sources. We obtain personal information from data providers and other sources, such as publicly available sources, third-party information licensors, our customers, service providers, advertising partners, or through transactions such as mergers and acquisitions. We may combine this information with other information we collect from or about you. 

For example, as part of our Services, we license data from data providers to help us learn more about visitors to websites or other digital properties where our Services are installed. When you visit one of these websites (including the Site), the technology used by our Services collects an online identifier (such as an IP address) from you. We will then try to match that online identifier to personal information records held by our data providers (e.g., name, job title, contact information, and LinkedIn profile) so that we can learn more about you and combine the information that they provide to us with data that we collect from our Services, such as the content you click on when visiting a customer’s website. In these cases, our Privacy Policy governs our handling of the combined personal information. We use this information to operate, maintain, and provide the features and functionality of the Services, including to create segments that we use to help our customers improve their marketing efforts, and for the other purposes described in this Privacy Policy.

‍Analytics services. We use third-party analytics services on the Site, such as Google Analytics, a web analytics service provided by Google, Inc. (“Google”). Google Analytics uses cookies to collect information such as how often users visit the Site or Services, what pages they visit, and what other sites they used prior to coming to the Site or Services. We use the information we get from Google Analytics to monitor, analyze, and improve our Site and Services, and for other research and development purposes. For more information on how Google uses this data, go to www.google.com/policies/privacy/partners/. You may also download the Google Analytics opt-out browser add on, available at https://tools.google.com/dlpage/gaoptout. We may also use other analytics providers for similar purposes.

‍Referrals. Customers and other users of the Platform may have the opportunity to refer colleagues or other contacts to us and share their contact information with us. Please do not refer someone to us or share their contact information with us unless you have their permission to do so.

In addition to the uses described elsewhere in this Privacy Policy or at the time of collection, we may use the personal information we collect:

• to provide, manage, and operate our Services, including tracking behavior on customer websites and linking it with personal information collected from third parties and other sources to provide enriched data to customers about their website visitors, and assisting with marketing and business development efforts;
• to operate and improve our Platform;
• to understand you and your preferences to enhance your experience and enjoyment using our Platform;
• to improve the content of our Platform;
• to customize the content and layout of our Site or Services for individual users;
• to respond to your comments and questions and provide customer service;
• to provide and deliver products and services you request;
• to send you Platform-related information, including confirmations, invoices, technical notices, updates, security alerts, and support and administrative messages;
• to send you promotional messages about new contests, promotions, rewards, upcoming events, and other news about products and services offered by us or our business partners;
• to display ads for our Platform, including through interest-based advertising;
• to carry out our legal and contractual obligations and enforce our rights arising from any contracts entered into between you and us;
• for our own business and commercial purposes;
• for identity management, security, and auditing;
• for any other purpose for which you provide it; or
• in any other way we may describe when you provide the information.

We may create anonymized data (data that is not associated with or linked to your personally identifiable information) from personal information by excluding information (such as your name, email address, personal identification numbers) that makes the data personally identifiable to you. We use this anonymized data to analyze request and usage patterns so that we may, for example, enhance the content of our Platform and improve navigation. We reserve the right to use anonymized data for any purpose and to disclose anonymized data to third parties in our sole discretion.

In addition, we, our service providers, and the third parties we work with may use artificial intelligence (AI) and machine learning technologies, including generative AI, to facilitate the processing of personal information described in this Privacy Policy.

In addition to the disclosures described elsewhere in this Privacy Policy or at the time of collection, we may disclose your personal information with the categories of recipients described below. 

Related Companies. We may disclose your personal information to our affiliates, subsidiaries, and other related companies. 

Service providers. We may provide your personal information to service providers or contractors to perform functions on our behalf, including, but not limited to, communicating news; web hosting; information technology and related infrastructure (such as cloud computing); performing Site or Services development or maintenance; providing functionality or other services for our Platform; security and other auditing; sending postal mail, email or other communications; customer service; removing outdated and repetitive information from our lists; analyzing our data; developing, enhancing, marketing or providing any of our Services; processing payments; order fulfillment; or assisting us with other marketing and support functions. 

Law enforcement, government authorities, and private parties. We may disclose your personal information:

• to a person who in our reasonable judgment is seeking the information as an agent of the individual or company;
• if, in our reasonable judgment, it is necessary enforce compliance with our internal policies, terms of use, or the agreement for our Services;
• to protect the rights, property, and safety of Warmly and our agents, customers, or others;
• in connection with a legal action or other proceeding, including without limitation, in response to a court order or a subpoena;
• in response to a law enforcement agency’s request; or
• to comply with applicable law.

Business transaction participants. We may disclose personal information in connection with or during negotiation of any merger, financing, acquisition, or dissolution, transaction, or proceeding involving sale, transfer, divestiture, or disclosure of all or a portion of our business or assets to another company. In addition, we may disclose personal information to another entity as part of a merger, bankruptcy, insolvency, receivership, a sale of assets or all or part of a business, or any other corporate change or re-organization.

Our customers and licensees. We provide personal information to our customers as part of the Services we provide to them. This may include, for example, sharing a list of names and contact details of individuals who have visited a customer’s website who may be interested in purchasing the customer’s products or services, sharing or licensing audience segments, or optimizing our customers’ CRM data.

Advertising partners. We participate in interest-based advertising and use third-party advertising companies to help us advertise our products and services and promote our business. These companies may serve you targeted advertisements based on your browsing history and other information about you, your computer, or your mobile device, and your activity over time on our Platform and on other websites and online services. We permit third-party online advertising networks, social media companies and other third-party services to collect information about your use of our Platform over time so that they may play or display ads on other websites or online services you may use. Typically, though not always, the information used for interest-based advertising is collected through tracking technologies, such as cookies, web beacons, embedded scripts, location-identifying technologies, and similar technology (collectively, “tracking technologies”), which recognize the device you are using and collect information, including click stream information, browser type, time and date you visited the site, AdID, precise geolocation and other information, including the usage data and device data described above. We may also share a common account identifier (such as a hashed email address or user ID) with our third-party advertising partners to help identify you across devices and platforms. We and our third-party partners use this information to make the advertisements you see online more relevant to your interests, as well as to provide advertising-related services such as reporting, attribution, analytics and market research. We may also use services provided by third parties (such as social media platforms) to serve targeted ads to you and others who share similar traits, such as likely commercial interests and demographics, on such platforms. We may do this by providing a hashed version of your email address or other information to the platform provider.

Additionally, the Site and Services may include social media features, such as LinkedIn, Twitter, YouTube or other widgets. These social media companies may recognize you and collect information about your visit to the Site and Services, and they may set a cookie or employ other tracking technologies. Your interactions with those features are governed by the privacy policies of those companies. 

‍Professional advisors. We may share personal information with persons, companies, or professional firms providing Warmly with advice and consulting in accounting, administrative, legal, tax, financial, debt collection, and other matters.

Warmly considers the security of the personal information within our control to be a top priority, and consistent with this we implement commercially reasonable technical and organizational safeguards designed to protect from accidental or unlawful destruction, loss, alteration, unauthorized disclosure of, or access to, such information. However, no security system is impenetrable, and unanticipated system failures or the efforts of malicious actors are an unfortunate reality on the internet. Therefore, we cannot guarantee that the personal information within our control is absolutely secure.

We will only keep your personal information for as long as necessary to fulfill the purposes for which it was collected and processed, including for the purposes of satisfying any legal, regulatory, accounting, or reporting requirements. To determine the appropriate retention period for your personal information, we will consider the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorized use or disclosure, the purposes for which we process it (and whether we can achieve those purposes through other means), and the applicable legal requirements. In some circumstances we may anonymize your personal information so that it can no longer be associated with you, in which case it is no longer personal information.

Warmly does not direct our Site or Services towards individuals under the age of 18, and we do not knowingly collect personal information from individuals under the age of 18.

We are located in the United States, and we have service providers in the United States and potentially other countries. Your personal information may be processed and stored in the United States and countries outside of your home country. Privacy laws in the locations where we handle your personal information may not be as protective as the privacy laws in your home country. By providing your personal information, where applicable law permits, you specifically and expressly consent to such transfer and processing and the collection, use, and disclosure set forth herein.

The information provided in this section applies only to individuals in the EEA, the United Kingdom, and Switzerland (collectively, “Europe”). Except as otherwise specified, references to “personal information” in this Privacy Policy are equivalent to “personal data” governed by European data protection legislation.

This section applies to residents of certain U.S. states that require us to provide additional information about our processing activities. This section supplements the information contained elsewhere in our Privacy Policy. For purposes of this section, the term “personal information” means “personal data” or “personal information” as such terms are defined under applicable U.S. state privacy law but does not include information excepted from the scope of such laws.

If you have any questions that this Privacy Policy could not answer, please contact us at [email protected].