Privacy Policy

I. Information We Collect

We collect "Non-Personal Information" and "Personal Information." Non-Personal Information includes information that cannot be used to personally identify you, such as anonymous usage data, general demographic information we may collect, referring/exit pages and URLs, platform types, preferences you submit and preferences that are generated based on the data you submit and number of clicks.

Personal Information includes your email address — and, if you choose to provide it, your name, telephone number, and company or organization name and job title — which you submit to us through the Site. As described below, for visitors in the United States we may also obtain some of this information from third-party identification services rather than from you directly.

1. Information Collected via Technology

To activate the Service you do not need to submit any Personal Information other than your email address. To use the Service thereafter, you do not need to submit further Personal Information, although you may choose to provide additional information — such as your name, company or organization, job title, and telephone number — for example when you request a demonstration or contact us.

However, in an effort to improve the quality of the Service, we track information provided to us by your browser or by our software application when you view or use the Service, such as the website you came from (known as the "referring URL"), the type of browser you use, the device from which you connected to the Service, the time and date of access, and other information that does not personally identify you.

We track this information using cookies, or small text files which include an anonymous unique identifier. Cookies are sent to a user's browser from our servers and are stored on the user's computer hard drive. Sending a cookie to a user's browser enables us to collect Non-Personal information about that user and keep a record of the user's preferences when utilizing our services, both on an individual and aggregate basis. For example, the Company may use cookies to collect the following information:

• the pages and content you view on the Site;
• the links and buttons you click;
• the referring URL and, where available, the search terms that brought you to the Site;
• your browser type, device type, and operating system;
• your general geographic location, derived from your IP address;
• the date, time, and duration of your visits; and
• the organization associated with your network, where it can be inferred from your IP address.

The Company may use both persistent and session cookies; persistent cookies remain on your computer after you close your session and until you delete them, while session cookies expire when you close your browser. For example, we store a persistent cookie to remember your preferences — such as whether you have already submitted a form or dismissed a notice — so that we can recognize your browser on return visits and avoid asking you for the same information twice.

We also use third-party analytics and website-visitor identification services that collect information directly through your browser. These currently include Vercel Web Analytics, HubSpot, and Instantly. The Instantly tag in turn loads identity resolution providers, including RB2B and LiveIntent, together with IP geolocation services. These providers may set their own cookies or similar identifiers and may receive your IP address, the pages you view, your referring URL, and comparable technical information about your visit.

We use these services for business-to-business marketing and outreach. For visitors in the United States, they may attempt to identify you as an individual and provide us with information including your name, your LinkedIn profile, your work email address, and your employer, even if you have not submitted that information to us. For visitors outside the United States, these services identify only the organization associated with a visit and do not attempt to identify you personally.

These providers process that information in accordance with their own privacy policies and our agreements with them. You can limit this collection at any time through your browser's cookie and tracking-protection settings. You may also contact us at contact@ovada.ai to ask what information we hold about you, to object to this processing, or to request that we delete it.

2. Information You Provide Us by Registering for an Account

In addition to the information provided automatically by your browser when you visit the Site, you may choose to provide us with additional Personal Information — for example, by submitting your email address to receive resources, requesting a demonstration, or, where account features are made available, registering for an account and creating a user name and password.

By registering or otherwise submitting your information, you are authorizing us to collect, store and use that information in accordance with this Privacy Policy.

3. Children's Privacy

The Site and the Service are not directed to anyone under the age of 13. The Site does not knowingly collect or solicit information from anyone under the age of 13, or allow anyone under the age of 13 to sign up for the Service. In the event that we learn that we have gathered personal information from anyone under the age of 13 without the consent of a parent or guardian, we will delete that information as soon as possible.

If you believe we have collected such information, please contact us at contact@ovada.ai.

II. How We Use and Share Information

Personal Information

Except as otherwise stated in this Privacy Policy, we do not sell, trade, rent or otherwise share for marketing purposes your Personal Information with third parties without your consent. We do share Personal Information with vendors who are performing services for the Company, such as the servers for our email communications who are provided access to user's email address for purposes of sending emails from us.

Those vendors use your Personal Information only at our direction and in accordance with our Privacy Policy.

In general, the Personal Information you provide to us is used to help us communicate with you. For example, we use Personal Information to contact users in response to questions, solicit feedback from users, provide technical support, and inform users about promotional offers.

We may share Personal Information with outside parties if we have a good-faith belief that access, use, preservation or disclosure of the information is reasonably necessary to meet any applicable legal process or enforceable governmental request; to enforce applicable Terms of Service, including investigation of potential violations; address fraud, security or technical concerns; or to protect against harm to the rights, property, or safety of our users or the public as required or permitted by law.

Non-Personal Information

In general, we use Non-Personal Information to help us improve the Service and customize the user experience. We also aggregate Non-Personal Information in order to track trends and analyze use patterns on the Site. This Privacy Policy does not limit in any way our use or disclosure of Non-Personal Information and we reserve the right to use and disclose such Non-Personal Information to our partners, advertisers and other third parties at our discretion.

In the event we undergo a business transaction such as a merger, acquisition by another company, or sale of all or a portion of our assets, your Personal Information may be among the assets transferred. You acknowledge and consent that such transfers may occur and are permitted by this Privacy Policy, and that any acquirer of our assets may continue to process your Personal Information as set forth in this Privacy Policy.

If our information practices change at any time in the future, we will post the policy changes to the Site so that you may opt out of the new information practices. We suggest that you check the Site periodically if you are concerned about how your information is used.

III. Google Workspace Data and AI/ML Limited Use

If a customer authorizes Google Workspace integrations, Ovada may access Google Drive files and file metadata, Gmail messages, message metadata, message labels, attachments, sent-message status, and Google Workspace Directory users, groups, and group memberships. Ovada uses this data only to provide customer-authorized quality operations features, including document ingestion, supplier email workflows, mailbox state management to prevent duplicate processing, and deterministic reviewer, approver, and escalation assignment.

Ovada does not sell Google Workspace data, use it for advertising, use it for unrelated profiling, or transfer it to data brokers or advertising services. Ovada does not use raw, aggregated, anonymized, or derived Google Workspace data to create, train, or improve generalized or foundational AI or machine learning models.

Ovada may process customer-authorized Google Workspace data with commercial AI services, including the Anthropic API, to classify documents, extract quality evidence, draft workflow outputs, and prepare records for human review and signature. Ovada uses commercial service plans and does not opt in to provider model training. These providers process data only to provide the contracted service and do not use Ovada customer data to train generative models unless Ovada expressly opts in, which Ovada does not do for Google Workspace data.

The use of raw or derived user data received from Google Workspace APIs will adhere to the Google User Data Policy, including the Limited Use requirements.

Ovada retains Google Workspace data only as needed to provide the authorized Service, maintain regulated records and audit evidence, comply with customer instructions, satisfy legal or compliance obligations, and support deletion or disconnect requests. Customers may disconnect Google integrations in Ovada or revoke access through Google account or administrator controls.

IV. How We Protect Information

We implement security measures designed to protect your information from unauthorized access. Your account is protected by your account password and we urge you to take steps to keep your personal information safe by not disclosing your password and by logging out of your account after each use. We further protect your information from potential security breaches by implementing certain technological security measures including encryption, firewalls and secure socket layer technology.

However, these measures do not guarantee that your information will not be accessed, disclosed, altered or destroyed by breach of such firewalls and secure server software. By using our Service, you acknowledge that you understand and agree to assume these risks.

V. Your Rights Regarding the Use of Your Personal Information

You have the right at any time to prevent us from contacting you for marketing purposes. When we send a promotional communication to a user, the user can opt out of further promotional communications by following the unsubscribe instructions provided in each promotional e-mail. You can also indicate that you do not wish to receive marketing communications from us by emailing us at contact@ovada.ai.

Please note that notwithstanding the promotional preferences you indicate by either unsubscribing or contacting us at contact@ovada.ai, we may continue to send you administrative emails including, for example, periodic updates to our Privacy Policy.

VI. Links to Other Websites

As part of the Service, we may provide links to or compatibility with other websites or applications. However, we are not responsible for the privacy practices employed by those websites or the information or content they contain. This Privacy Policy applies solely to information collected by us through the Site and the Service. Therefore, this Privacy Policy does not apply to your use of a third party website accessed by selecting a link on our Site or via our Service.

To the extent that you access or use the Service through or on another website or application, then the privacy policy of that other website or application will apply to your access or use of that site or application. We encourage our users to read the privacy statements of other websites before proceeding to use them.

VII. Changes to Our Privacy Policy

The Company reserves the right to change this policy and our Terms of Service at any time. We will notify you of significant changes to our Privacy Policy by sending a notice to the primary email address specified in your account or by placing a prominent notice on our site. Significant changes will go into effect 30 days following such notification. Non-material changes or clarifications will take effect immediately. You should periodically check the Site and this privacy page for updates.

VIII. Contact Us

If you have any questions regarding this Privacy Policy or the practices of this Site, please contact us by sending an email to contact@ovada.ai or by mail to Ovada AI, Inc., 518 Black Lion Dr NE, Saint Petersburg, Florida 33716.