At exceed.ai, we take your security and privacy seriously. As the GDPR legislation came into effect in the spring of 2018, privacy will become a primary focus for most business. With this in mind, we’re committed to helping our customers adjust to the scope of the changes by being transparent about our practices and how we protect data and privacy.
As an exceed.ai customer, you are subject to several policies regarding how to properly use the service and benefit from it. Please read these policies carefully so you are aware of your responsibilities as a customer of exceed.ai.
These policies are:
Terms of Service – explains the relationship between exceed.ai and you, the customer – when you access and use exceed.ai’s proprietary software applications (including all related documentation, updates and upgrades) and any other services offered by exceed.ai Service.
Privacy and Anti-spam policy – includes our privacy promise and detailed explanation of our privacy practices regarding data, GDPR and EU-US privacy shield related policies articles you are subject to.
Data processing agreement – example of Data Processing Agreements (DPA) between the customer and exceed.ai. If you need the DPA to be compliant with privacy regulations, we will sign it via an electronic service. This agreement includes standard model clauses for transfer to third-party countries (the current bar set by the EU Commission). These clauses ensure our customers can transfer data to countries outside of the EEA for use in our system. Further, exceed.ai has DPA’s in place with all sub-processors where legally required.
We are hosted on Amazon Web Services (AWS) cloud as well as Microsoft Azure Cloud which provide robust, physical data center security and environmental controls.
We enable encryption of sensitive data both at rest and in transit over public networks.
We don’t mine or access your data for advertising purposes.
We only use customer data to provide the services; we don’t sell or rent your data. Only authorized personnel have access to data in limited cases.
We regularly back up your data and provide a maximum 24-hour RTO and RPO.
We host your data in a secured hosted service on Amazon Web Services cloud.
All connections to our websites or services are protected via the use of encrypted connections, such as the Secure Socket Layer (SSL) protocol.
“GDPR” stands for the European Union’s General Data Protection Regulation. It replaces the Data Protection Directive. The purpose of GDPR is to ensure appropriate protection of personal data in a digital society.
GDPR, like the Data Protection Directive before it, finds its roots in Article 8(1) of the Charter of Fundamental Rights of the European Union, which echoes Article 12 of the Universal.
Declaration on Human Rights adopted by the UN General Assembly in 1948, and Article 16(1) of the Treaty on the Functioning of the European Union, pursuant to which “everyone has the right to protection of personal data concerning him or her.” Though GDPR was adopted in 2016, it does become enforceable on May 25, 2018.
This regulation affects all businesses who are established in the EU, control or process data of data subject(s) who are EU natives. Essentially, almost all businesses working with personal data will be affected by it.
What are main responsibilities under GDPR?
Organizational responsibilities under GDPR will depend on the nature of your business and your personal data processing activities. Nonetheless, broadly speaking, GDPR requires that personal data be:
- Processed lawfully, fairly and in a transparent manner
- Collected for specified, explicit and legitimate purposes and not further processed in a manner incompatible with those purposes
- Adequate, relevant, and limited to what is necessary for achieving those purposes
- Accurate and kept up to date
- Stored no longer than necessary to achieve the purposes for which it was collected
- Properly secured against accidental loss, destruction, or damage
Further, GDPR places additional obligations on companies to document their processing activities and be able to demonstrate their compliance with the above principles.
It also codifies the requirement that companies apply data protection by design and by default when developing and designing processes, products and systems.
In addition, if you use service providers to process personal data on your behalf, you will need to ensure that you have an appropriate contract in place that ensures that they are obligated to apply GDPR’s data processing standards.
Similarly, if you are transferring EU personal data outside the EU, you may only do so if it is being transferred to a country deemed by the EU Commission to have adequate data processing regulations.
For transfers to countries not deemed adequate, you must ensure appropriate alternative safeguards are in place.
Currently, under the Directive, approved transfer safeguards include the EU-US Privacy Shield and standard contractual clauses.
Depending on the nature of your business and your personal data processing activities there are various other GDPR obligations that may apply. You should consult with a qualified privacy professional to understand how GDPR applies to your specific business.
What’s the definition of “personal data” under the GDPR?
Personal data refers to means data that relates to an identified or identifiable natural person (aka “data subject”). An identifiable data subject is someone who can be identified, directly or indirectly, such as by reference to an identifier like a name, an ID number, location data, an online identifier or to one or more more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
Importantly, this is a very broad definition and can encompass data like IP addresses of a user’s personal device, their device ID, or their phone number. It does not matter that the identifier could change (e.g., that the user could change their phone number or device ID).
What matters is that the information can be used to “pick that user out of the crowd” even if you don’t know who that user is.
It is also important to note that the definition of personal data is not tied to concerns about identity theft the way that definitions of personally identifying information (PII) are under many US data breach laws. So, even if it seems like there would be little privacy harm if someone got ahold of your users’ IP addresses, that does not mean that those IP addresses are not personal data.
It just means that this data may not require the same level of data protection as more sensitive personal data like your users’ credit card numbers.
Data we collect
There are two types of personal data stored and processed within our service. First is the data ofexceed.ai customers collected in multiple ways, mostly during sign up for our services as a trial on our website. This data includes customer contact name, email, organization name and could include phone number or social accounts (if included). Any other information could be gathered during sales, marketing or support activities to identify and provide the best solutions for the customer’s needs.
We also gather ‘navigational data’ about customer or prospect behaviour on our websites in order to improve our service. For more information on the type of data we collect, you can read our Privacy and Anti-spam policy.
We are collecting and processing your personal data under the ‘Legitimate interest’ clause from GDPR regulation, as this data is needed in order for us to provide services, customer support, and billing operations.
Profiling of data
We are profiling customers’ data in order to better provide and improve our service. This refers to information about your computer and your visits to, as well as the use of the Service and this website such as your IP address, geographical location, browser type, referral source, length of visit and pages viewed.
In certain cases, we can enrich your profile with social contacts, corporate phone numbers, and organization details. Such profiling and enrichment takes place in semi-automatic mode, when part of the process occurs automatically and partially by humans.
Processing of personal data
Our customers use the exceed.ai Service to create communication campaigns in order to reach out to or nurture prospects with sales, marketing, or customer success purposes.
When creating, managing, and running such campaigns we process and store personal data on behalf of our customers.
exceed.ai does not control the content of campaigns (text, email, or other communications templates) or the types of information that our customers may choose to collect or manage using the exceed.ai Service.
We are committed to helping our customers adhere to privacy laws and regulations to the most possible extent.
During the processing and storage of customer’s data, we can help them comply with regulations by providing tools and dedicated processes that will help respect data subject rights (like Request forms for example) and provide secure storage and access to data.
We also process personal data of our direct customers in order to provide them services, process payments, resolve customer success issues, etc. During the period of our service usage, the data processed by our service and other processors is needed to provide the best possible experience for our customers.
Is exceed.ai using sub-processors? Yes, for providing certain features and handling data in the cloud, exceed.ai relies on a list of sub-processors. We can provide list of these and their data protection policies on request.
Legal communication and Contacts info
exceed.ai Data protection officer:
Gina Yuter at email@example.com
For all legal communication not related to privacy and security questions please contact us at firstname.lastname@example.org
Complain to authorities
Under GDPR rules, data subjects (regarding controllers or processors) have the right to complain to authorities if they feel their rights have been neglected. For filing complaint please see contacts below :
For EU-US and Swiss-US privacy shield independent recourse mechanism, or to file a complaint, please contact our partners at www.bbb.org/EU-privacy-shield/for-eu-consumers