Droova Privacy Policy

Summary of key points

This summary provides key points from our Privacy Notice. You can find more detail on each topic in the section indicated.

• What personal information do we process? When you visit, use, or navigate our Services, we may process personal information depending on how you interact with us, the choices you make, and the products and features you use. See Section 1.
• Do we process sensitive personal information? We may process sensitive personal information when necessary with your consent or as otherwise permitted by applicable law. See Section 1.
• Do we collect information from third parties? We may collect information from public databases, marketing partners, social media platforms, and other outside sources. See Section 1.
• How do we process your information? To provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law — only when we have a valid legal reason. See Section 2.
• With whom do we share information? We may share information in specific situations and with specific categories of third parties. See Section 4.
• How do we keep your information safe? We have organisational and technical processes in place, though no electronic transmission or storage can be guaranteed 100% secure. See Section 9.
• What are your rights? Depending on where you are located, applicable privacy law may give you certain rights regarding your personal information. See Section 11.
• How do you exercise your rights? By submitting a data subject access request, or by contacting us. See Section 17.

1 What information do we collect?

Personal information you disclose to us

We collect personal information that you voluntarily provide to us when you register on the Services, express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.

Personal Information Provided by You. The personal information we collect may include:

• names
• email addresses
• mailing addresses
• job titles
• usernames
• passwords
• debit/credit card numbers
• contact or authentication data
• billing addresses
• contact preferences

Sensitive Information. When necessary, with your consent or as otherwise permitted by applicable law, we may process certain categories of sensitive information.

Payment Data. We may collect data necessary to process your payment if you make purchases, such as your payment instrument number and the associated security code. All payment data is handled and stored by Stripe. You may find their privacy notice here: https://stripe.com/en-de/privacy.

Social Media Login Data. We may provide you with the option to register using your existing social media account details. If you choose to register this way, we will collect certain profile information from the social media provider, as described in Section 7.

All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to it.

Information automatically collected

We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, and information about how and when you use our Services. This is primarily needed to maintain the security and operation of our Services, and for internal analytics and reporting.

Like many businesses, we also collect information through cookies and similar technologies. The information we collect includes Log and Usage Data — service-related, diagnostic, usage and performance information our servers automatically collect when you access or use our Services and which we record in log files. Depending on how you interact with us, this may include your IP address, device information, browser type and settings, information about your activity in the Services (such as date/time stamps, pages and files viewed, searches, and other actions you take), and device event information (such as system activity and error reports).

Google API

Our use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. See Section 14 for full detail.

Information collected from other sources

In order to enhance our ability to provide relevant marketing, offers, and services to you and update our records, we may obtain information about you from other sources, such as public databases, joint marketing partners, affiliate programs, data providers, social media platforms, and other third parties. This may include mailing addresses, job titles, email addresses, phone numbers, intent data (or user behaviour data), IP addresses, social media profiles and URLs, and custom profiles, for targeted advertising and event promotion.

If you interact with us on a social media platform using your social media account (e.g. Facebook or X), we receive personal information about you from such platforms such as your name, email address, and gender. Any personal information we collect from your social media account depends on your social media account's privacy settings. You may have the right to withdraw your consent to processing your personal information. Please note that the platform's own use of your information is not governed by this Privacy Notice.

2 How do we process your information?

We process your personal information for a variety of reasons, depending on how you interact with our Services, including:

• To facilitate account creation and authentication and otherwise manage user accounts. So you can create and log in to your account, and keep it in working order.
• To request feedback. When necessary to request feedback and to contact you about your use of our Services.
• To send you marketing and promotional communications. We may process the personal information you send to us for our marketing purposes, if this is in accordance with your marketing preferences. You can opt out at any time — see Section 11.
• To protect our Services. As part of our efforts to keep our Services safe and secure, including fraud monitoring and prevention.
• To identify usage trends. To better understand how our Services are being used so we can improve them.
• To determine the effectiveness of our marketing and promotional campaigns. So we can provide campaigns that are most relevant to you.
• To save or protect an individual's vital interest. When necessary to save or protect an individual's vital interest, such as to prevent harm.

Google user data. We use personal information solely to provide, secure, maintain, and improve our services, including account authentication, service delivery, customer support, and product functionality. When you connect your Google account, we may access information from Gmail and Google Drive that you explicitly authorize. We use this information solely to provide Droova's services — such as identifying tasks, generating project context, drafting follow-ups, organising work, and improving productivity workflows. We do not use Google user data for advertising purposes, and access is limited to the functionality necessary to deliver the services you request. See Section 14 for full detail.

3 What legal bases do we rely on?

If you are located in the EU or UK, the GDPR and UK GDPR require us to explain the valid legal bases we rely on. These may include:

• Consent. We may process your information if you have given us permission to use it for a specific purpose. You can withdraw your consent at any time.
• Performance of a Contract. Where necessary to fulfil our contractual obligations to you, including providing our Services or at your request prior to entering into a contract with you.
• Legitimate Interests. Where reasonably necessary to achieve our legitimate business interests and those interests do not outweigh your interests and fundamental rights and freedoms — for example, to send users information about special offers and discounts, to analyse how our Services are used so we can improve them, to support our marketing activities, to diagnose problems and prevent fraudulent activities, and to understand how users use our products and services so we can improve the user experience.
• Legal Obligations. Where necessary for compliance with our legal obligations, such as cooperating with law enforcement or a regulatory agency, or exercising or defending our legal rights.
• Vital Interests. Where necessary to protect your vital interests or those of a third party, such as situations involving potential threats to safety.

If you are located in Canada, we may process your information if you have given express consent, or where permission can be inferred (implied consent). You can withdraw your consent at any time. In some exceptional cases we may be legally permitted to process your information without your consent, including, for example:

• If collection is clearly in the interests of an individual and consent cannot be obtained in a timely way
• For investigations and fraud detection and prevention
• For business transactions provided certain conditions are met
• If it is contained in a witness statement and the collection is necessary to assess, process, or settle an insurance claim
• For identifying injured, ill, or deceased persons and communicating with next of kin
• If we have reasonable grounds to believe an individual has been, is, or may be a victim of financial abuse
• If it is reasonable to expect that collection and use with consent would compromise the availability or accuracy of the information, and collection is reasonable for investigating a breach of an agreement or a contravention of the laws of Canada or a province
• If disclosure is required to comply with a subpoena, warrant, court order, or rules of the court relating to the production of records
• If it was produced by an individual in the course of their employment, business, or profession and the collection is consistent with the purposes for which the information was produced
• If the collection is solely for journalistic, artistic, or literary purposes
• If the information is publicly available and is specified by the regulations
• We may disclose de-identified information for approved research or statistics projects, subject to ethics oversight and confidentiality commitments

4 When and with whom do we share your information?

Vendors, Consultants, and Other Third-Party Service Providers. We may share your data with third-party vendors, service providers, contractors, or agents who perform services for us and require access to such information to do that work. We have contracts in place designed to safeguard your personal information; they cannot do anything with it unless we have instructed them to, they will not share it with any organisation apart from us, and they commit to protect it and retain it only for the period we instruct.

The categories of third parties we may share personal information with include:

• Cloud Computing Services
• Payment Processors
• LLM Models (like Anthropic, OpenAI etc.)

We also may need to share your personal information in the following situations:

• Business Transfers. In connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.
• Customer Review and Reputation Platforms. We may invite you to share your experience with our Services on third-party review platforms, such as Trustpilot. If you choose to leave a review, we will share your email address with the platform to authenticate you and simplify the review process, and we may receive confirmation from the platform about whether you have already submitted a review so we can avoid sending repeat requests. Any review you submit is collected, moderated, and published by the review platform acting as an independent data controller under its own privacy notice, and we do not control its further use of your information. If a review campaign is incentivised, this will be clearly indicated before you submit your review. To update or delete a published review, or to exercise your privacy rights regarding information the platform holds about you, please contact the review platform directly.

5 Do we use cookies and other tracking technologies?

We may use cookies and similar tracking technologies (like web beacons and pixels) to gather information when you interact with our Services. Some help us maintain the security of our Services and your account, prevent crashes, fix bugs, save your preferences, and assist with basic site functions.

We also permit third parties and service providers to use online tracking technologies on our Services for analytics and advertising, including to manage and display advertisements and tailor them to your interests. To the extent these are deemed a 'sale'/'sharing' (which includes targeted advertising, as defined under the applicable laws) under applicable US state laws, you can opt out as described in Section 13. Specific information about how we use such technologies and how you can refuse certain cookies is set out in our Cookie Notice.

6 Do we offer AI-based products?

As part of our Services, we offer products, features, or tools powered by artificial intelligence, machine learning, or similar technologies (collectively, 'AI Products'). These tools are designed to enhance your experience and provide innovative solutions. The terms in this Privacy Notice govern your use of the AI Products within our Services.

Use of AI Technologies. We provide the AI Products through third-party service providers ('AI Service Providers'), including OpenAI, Mistral AI and Anthropic. As outlined in this Privacy Notice, your input, output, and personal information will be shared with and processed by these AI Service Providers to enable your use of our AI Products for the purposes outlined in Section 3. You must not use the AI Products in any way that violates the terms or policies of any AI Service Provider.

Our AI Products are designed for the following functions:

• AI automation
• AI document generation
• AI transcribing

How We Process Your Data Using AI. All personal information processed using our AI Products is handled in line with our Privacy Notice and our agreement with third parties. This ensures high security and safeguards your personal information throughout the process.

7 How do we handle your social logins?

Our Services offer you the ability to register and log in using your third-party social media account details (like your Facebook or X logins). Where you choose to do this, we will receive certain profile information from your social media provider — often your name, email address, friends list, and profile picture, as well as other information you choose to make public.

We will use the information we receive only for the purposes described in this Privacy Notice or otherwise made clear to you. We do not control, and are not responsible for, other uses of your personal information by your third-party social media provider. We recommend you review their privacy notice to understand how they collect, use, and share your personal information.

8 How long do we keep your information?

We will only keep your personal information for as long as necessary for the purposes set out in this Privacy Notice, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). No purpose in this notice will require us keeping your personal information for longer than the period of time in which users have an account with us.

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymise it, or, if this is not possible (for example, because it has been stored in backup archives), we will securely store it and isolate it from any further processing until deletion is possible.

9 How do we keep your information safe?

We have implemented appropriate and reasonable technical and organisational security measures designed to protect the security of any personal information we process. However, despite our safeguards, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that unauthorised third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.

10 Do we collect information from minors?

We do not knowingly collect, solicit data from, or market to children under 18 years of age, nor do we knowingly sell such personal information. By using the Services, you represent that you are at least 18, or that you are the parent or guardian of such a minor and consent to their use of the Services. If we learn that personal information from users under 18 has been collected, we will deactivate the account and take reasonable measures to promptly delete such data. If you become aware of any data we may have collected from children under 18, please contact us at contact@droova.ai.

11 What are your privacy rights?

In some regions (like the EEA, UK, Switzerland, and Canada), you have certain rights under applicable data protection laws. These may include the right (i) to request access and obtain a copy of your personal information; (ii) to request rectification or erasure; (iii) to restrict the processing of your personal information; (iv) if applicable, to data portability; and (v) not to be subject to automated decision-making. If a decision that produces legal or similarly significant effects is made solely by automated means, we will inform you, explain the main factors, and offer a simple way to request human review. In certain circumstances, you may also have the right to object to the processing of your personal information. You can make such a request by contacting us using the details in Section 16. We will consider and act upon any request in accordance with applicable data protection laws.

If you are located in the EEA or UK and believe we are unlawfully processing your personal information, you also have the right to complain to your Member State data protection authority or UK data protection authority. If you are located in Switzerland, you may contact the Federal Data Protection and Information Commissioner.

UK complaints

If you are located in the UK and are unhappy with how we have handled your personal information, you can make a complaint directly to us. This is in addition to the rights you have under the UK General Data Protection Regulation and the Data Protection Act 2018. You can contact us by email at contact@droova.ai or by post (see Section 16).

What happens after you complain:

• We will acknowledge your complaint within 30 days of receiving it.
• We will investigate without unjustifiable or excessive delay.
• We will keep you informed of progress and explain the outcome.

If you are not happy with our final response, you can refer your complaint to the Information Commissioner's Office (ICO), the UK supervisory authority — website ico.org.uk/make-a-complaint, helpline 0303 123 1113, or by post to Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

Withdrawing your consent: If we are relying on your consent to process your personal information, you have the right to withdraw it at any time by contacting us. However, this will not affect the lawfulness of processing before its withdrawal, nor processing conducted in reliance on lawful grounds other than consent.

Opting out of marketing communications: You can unsubscribe at any time by clicking the unsubscribe link in the emails we send, replying 'STOP' or 'UNSUBSCRIBE' to the SMS messages we send, or by contacting us. You will then be removed from the marketing lists, though we may still communicate with you for service-related, non-marketing purposes.

Account Information

If you would at any time like to review or change the information in your account or terminate your account, you can log in to your account settings and update your user account, or contact us using the contact information provided. Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, we may retain some information to prevent fraud, troubleshoot problems, assist with investigations, enforce our legal terms, and/or comply with applicable legal requirements.

Cookies and similar technologies: Most web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove or reject cookies, this could affect certain features or services of our Services.

12 Controls for Do-Not-Track features

Most web browsers and some mobile operating systems and applications include a Do-Not-Track ('DNT') feature you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage, no uniform technology standard for recognising and implementing DNT signals has been finalised. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this Privacy Notice. California law requires us to disclose that, because there is no industry or legal standard for recognising or honouring DNT signals, we do not respond to them at this time.

13 Do United States residents have specific privacy rights?

Categories of personal information we collect

The table below shows the categories of personal information we have collected in the past twelve (12) months.

We will use and retain the collected personal information as needed to provide the Services or for: Category B — as long as the user has an account with us; Category G — as long as the user has an account with us; Category I — as long as the user has an account with us.

We may also collect other personal information outside these categories through your interactions with us in person, online, by phone, or mail in the context of receiving help through our customer support channels; participation in customer surveys or contests; and facilitation in the delivery of our Services and responding to your inquiries.

Will your information be shared with anyone else? We may disclose your personal information with our service providers pursuant to a written contract. We may also use it for our own business purposes, such as internal research for technological development and demonstration — which is not considered 'selling'. We have not sold or shared any personal information to third parties for a business or commercial purpose in the preceding twelve (12) months.

Your rights

You have rights under certain US state data protection laws, though these are not absolute and in certain cases we may decline a request as permitted by law. These include:

• Right to know whether or not we are processing your personal data
• Right to access your personal data
• Right to correct inaccuracies in your personal data
• Right to request the deletion of your personal data
• Right to obtain a copy of the personal data you previously shared with us
• Right to non-discrimination for exercising your rights
• Right to opt out of the processing of your personal data if it is used for targeted advertising (or sharing as defined under California's privacy law), the sale of personal data, or profiling in furtherance of decisions that produce legal or similarly significant effects ('profiling')

Depending upon the state where you live, you may also have the following rights:

• Right to access the categories of personal data being processed (including under the privacy law in Minnesota)
• Right to obtain a list of the categories of third parties to which we have disclosed personal data (including under the privacy law in California, Delaware, and Maryland)
• Right to obtain a list of specific third parties to which we have disclosed personal data (including under the privacy law in Minnesota and Oregon)
• Right to obtain a list of third parties to which we have sold personal data (including under the privacy law in Connecticut)
• Right to review, understand, question, and — depending on where you live — correct how personal data has been profiled (including under the privacy law in Connecticut and Minnesota)
• Right to limit use and disclosure of sensitive personal data (including under the privacy law in California)
• Right to opt out of the collection of sensitive data and personal data collected through the operation of a voice or facial recognition feature (including under the privacy law in Florida)

How to exercise your rights

To exercise these rights, you can contact us by submitting a data subject access request, by emailing us at contact@droova.ai, or by referring to the contact details at the bottom of this document. Under certain US state data protection laws, you can designate an authorised agent to make a request on your behalf. We may deny a request from an authorised agent that does not submit proof that they have been validly authorised to act on your behalf in accordance with applicable laws.

Request verification

Upon receiving your request, we will need to verify your identity to determine you are the same person about whom we have the information in our system. We will only use personal information provided in your request to verify your identity or authority to make the request. However, if we cannot verify your identity from the information already maintained by us, we may request that you provide additional information for the purposes of verifying your identity and for security or fraud-prevention purposes. If you submit the request through an authorised agent, we may need to collect additional information to verify your identity before processing your request, and the agent will need to provide written and signed permission from you to submit such request on your behalf.

Appeals

Under certain US state data protection laws, if we decline to take action regarding your request, you may appeal our decision by emailing us at contact@droova.ai. We will inform you in writing of any action taken or not taken in response to the appeal, including a written explanation of the reasons for the decision. If your appeal is denied, you may submit a complaint to your state attorney general.

California 'Shine The Light' law

California Civil Code Section 1798.83, also known as the 'Shine The Light' law, permits our users who are California residents to request and obtain from us, once a year and free of charge, information about categories of personal information (if any) we disclosed to third parties for direct marketing purposes and the names and addresses of all third parties with which we shared personal information in the immediately preceding calendar year. If you are a California resident and would like to make such a request, please submit it in writing to us using the contact details in Section 16.

14 Google user data and Google API compliance

When you connect your Google account, Droova may access Google Workspace data that you explicitly authorize, including Gmail messages, Google Drive files, Calendar events, meeting information, and related metadata. This information is used solely to provide the services requested by the user, including task extraction, workflow automation, project organisation, context generation, reminders, and follow-up drafting. Access to Google user data is limited to the functionality necessary to provide the requested services.

Google user data is not sold, shared with data brokers, used for advertising, marketing targeting, profiling, or to train generalised artificial intelligence or machine learning models. Access to Google user data is restricted to authorised personnel and service providers who require such access to operate, secure, maintain, or support the service. Human access is limited to circumstances where user consent has been obtained, where necessary for security or technical support, or where required by law.

Users may revoke Google account access at any time through their Google Account settings or within Droova. Once access is revoked, Droova will no longer retrieve data from Google services. Google Workspace data is retained only while the user maintains an active Droova account and uses the associated services. When an account is deleted, associated Google Workspace data is deleted, except where retention is required by law.

Droova's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

15 Do we make updates to this notice?

We may update this Privacy Notice from time to time. The updated version will be indicated by an updated 'Last updated' date at the top of this Privacy Notice. If we make material changes, we may notify you either by prominently posting a notice or by directly sending you a notification. We encourage you to review this Privacy Notice frequently.

16 How can you contact us about this notice?

If you have questions or comments about this notice, you may email us at contact@droova.ai or contact us by post at:

17 How can you review, update, or delete the data we collect?

Based on the applicable laws of your country or state of residence in the US, you may have the right to request access to the personal information we collect from you, details about how we have processed it, correct inaccuracies, or delete your personal information. You may also have the right to withdraw your consent to our processing. These rights may be limited in some circumstances by applicable law. To request to review, update, or delete your personal information, please fill out and submit a data subject access request.