Privacy Policy

Effective: January 1, 2020

Last Updated: August 21, 2020

Thanks for using Searchable.ai (“SAI”). Here we describe how we collect, use, and handle your personal data when you use our websites, mobile apps, downloadable apps, and other online products and services (collectively the “Services”). For more information and details, please see our Frequently Asked Questions (“FAQ”) page below. If your organization signed an Enterprise Agreement with SAI, that Agreement may have modified the privacy policy below.

What & Why

We collect and use the following information to provide, improve, protect, and promote our Services.

Account information. We collect, and associate with your account, the information you provide to us when you do things such as sign up for your account, upgrade to a paid plan, and set up payments (like your name, email address, phone number, payment info, and physical address).

Your Info. Our Services are designed as a simple and personalized way for you to index and search content you store across various services and/or files stored locally on your desktop/laptop computer, such as Microsoft Office files, email, PDF documents, Google Docs, and so on (“Your Data”), To make that possible, we store, process, and transmit Your Data as well as information related to it.

Indexing and Storage by Account. When you sign up for our Services, you will designate which accounts you wish to include and we will store and index the entirety of the contents of each account (with end-to-end encryption as described below). You may designate certain portions of a given account to be excluded from the search results, however those portions will still be stored in our Services (encrypted). If you elect to remove an entire account from our Services, the data related to that account will be deleted from our Services, subject to the time frames outlined below in the "Retention" section.

Usage information. We collect information related to how you use the Services, including actions you take in your account (like sharing, editing, viewing, searching, creating and moving files or folders). We use this information to provide, improve, and promote our Services, and protect SAI users. Please refer to our FAQ below for more information about how we use this usage information.

Device information. We also collect information from and about the devices you use to access the Services. This includes things like IP addresses, the type of browser and device you use, the web page you visited before coming to our sites, and identifiers associated with your devices. Your devices (depending on their settings) may also transmit location information to the Services. For example, we use device information to detect abuse and identify and troubleshoot bugs.

Cookies and other technologies. We use technologies like cookies and pixel tags to provide, improve, protect, and promote our Services. For example, cookies help us with things like remembering your username for your next visit, understanding how you are interacting with our Services, and improving them based on that information. To promote our services, we use third-party service providers that may set cookies on your device. This helps third-party service providers understand your advertising preferences so they can show you ads that are more relevant to your interests.

OPT-OUT and DNT (Do Not Track). You can set your browser to not accept cookies, but this may limit your ability to use the Services. Our systems currently do not respond to DNT:1 signals from browsers visiting our websites.

Marketing. We give users the option to use some of our Services free of charge. These free Services are made possible by the fact that some users upgrade to one of our paid Services. If you register for our Services, we will, from time to time, send you information about upgrades when permissible. Users who receive these marketing materials can opt out at any time. If you don’t want to receive a particular type of marketing material from us, click the ‘unsubscribe’ link in the corresponding emails, or update your preferences of your personal account.

We sometimes contact people who don’t have a SAI account. For recipients in the EU, we or a third party will obtain consent before reaching out. If you receive an email and no longer wish to be contacted by SAI, you can unsubscribe and remove yourself from our contact list via the message itself.

Bases for processing Your Data. We collect and use the personal data described above in order to provide you with the Services in a reliable and secure manner. We also collect and use personal data for our legitimate business needs. To the extent we process your personal data for other purposes, we ask for your consent in advance or require that our partners obtain such consent. For more information on the lawful bases for processing Your Data, please see our FAQ below.

With Whom

We may share information as discussed below, but we won’t sell it to advertisers or other third parties.

Others working with or for SAI. SAI uses certain trusted third parties (for example, providers of customer support and IT services) for the business purposes of helping us provide, improve, protect, and promote our Services. These third parties will access your information to perform tasks on our behalf, and we will remain responsible for their handling of your information per our instructions. For a list of trusted third parties that we use to process your personal data and more details on the categories of personal information that we’ve disclosed, please see our FAQ below.

Certain features let you make additional information available to others.

Other applications. You can choose to connect your SAI account with third-party services––for example. By doing so, you are enabling SAI and those third parties to exchange information about you and data in your account so that SAI and those third parties can provide, improve, protect, and promote their services. Please remember that each third party’s use of your information will be governed by its own privacy policy and terms of service.

Public Interest and Law Enforcement. We may disclose your information to third parties if we determine that such disclosure is reasonably necessary to:

a. comply with any applicable law, regulation, legal process, or appropriate government request;
b. protect any person from death or serious bodily injury;
c. prevent fraud or abuse of SAI or our users;
d. protect SAI’s rights, property, safety, or interest; or
e. perform a task carried out in the public interest.

We believe that Your Data should receive the same legal protections regardless of whether it’s stored on our Services or on your home computer’s hard drive. We will abide by the following principles when receiving, scrutinizing, and responding to government requests (including national security requests) for Your Data:

  • Be transparent
  • Fight blanket requests
  • Protect all users, and
  • Provide trusted services.

How

Security. We have a team dedicated to keeping your information secure and testing for vulnerabilities. We continue to work on features to keep your information safe in addition to things like password list authentication, end-to-end encryption (encryption of files at rest and in transit), and alerts when new devices and apps are linked to your account. We deploy automated technologies to detect abusive behavior and content that may harm our Services, you, or other users.

Encryption and Access. In order to provide our services, we must scan Your Data in an unencrypted form in order to build a comprehensive searchable index. That indexing process is automated and does not involve any human individual reviewing Your Data. We do not provide access to Your Data unencrypted to any third party, nor even to any of our employees, unless we have your written permission, or in circumstances outlined above in the Public Interest and Law Enforcement section.

User Controls. You can access, amend, and delete your personal information by logging into your SAI account and going to your account settings page.

Retention. When you sign up for an account with us, we’ll retain information you store on our Services for as long as your account exists or as long as we need it to provide you the Services. If you delete your account, we’ll initiate deletion of this information after 30 days. Please note: (1) there might be some latency in deleting this information from our servers and back-up storage; and (2) we may retain this information if necessary to comply with our legal obligations, resolve disputes, or enforce our agreements.

Where

To provide you with the Services, we may store, process, and transmit data in the United States and locations around the world—including those outside your country. Data may also be stored locally on the devices you use to access the Services.

Your Control and Access of Your Data

You have control over your personal data and how it is collected, used, and shared. For example, you can:

  • Disable access to some or all of the accounts which constitute Your Data in your SAI account.
  • Change or correct personal data. You can manage your account and the content contained in it, as well as edit some of your personal data, through your account settings page.
  • Personal Data. You can access your personal data from your SAI account. You can also ask us for a copy of personal data you provided to us or that we have collected, the business or commercial purpose for collecting it, the types of sources we received it from, and types of third parties we have shared it with.
  • Object to the processing of your personal data. Depending on the processing activity, you can request that we stop or limit processing of your personal data.

If you would like to submit a data access request, request that your personal data be deleted, or object to the processing of your personal data, please email us at privacy@searchable.ai . For more information on how to control and access your personal data, please see our FAQ below.

Changes

If we are involved in a reorganization, merger, acquisition, or sale of our assets, Your Data may be transferred as part of that transaction. We will notify you (for example, via a message to the email address associated with your account) of any such deal and outline your choices in that event.

We may revise this Privacy Policy from time to time, and will post the most current version on our website. If a revision meaningfully reduces your rights, we will notify you.

Contact

Have questions or concerns about SAI, our Services, and privacy? Contact our Data Protection Officer at privacy@searchable.ai. If they cannot answer your question, you have the right to contact your local data protection supervisory authority.

Privacy Policy: Frequently Asked Questions (FAQ)

How long does SAI keep my files after I delete my account?

When you delete your SAI account, we will initiate deletion of the files you store on our Services after 30 (thirty) days.

What are SAI’s lawful bases for processing my data?

SAI processes Your Data (1) to provide the SAI Services to you pursuant to our contract with you; (2) in furtherance of its legitimate interests in operating our Services and business; and (3) with your consent.

In some cases, SAI may process Your Data to comply with applicable law, legal process, or regulation; protect any person from death or serious bodily injury; or to carry out a task in the public interest.

Examples of SAI processing Your Data to provide you with the SAI Services include:

  • Providing, updating, maintaining, and protecting our Services and business. For example, we index your files and share them when you ask us to.
  • Troubleshooting issues you may encounter with the SAI Services. If you contact us with questions or concerns about the Services, we may use your personal information to respond.
  • Billing, account management, and administrative purposes. If you sign up for a trial or purchase a paid SAI plan, we may collect and process payment information, including your name, credit or debit card information, billing address, and details of your transaction history.
  • Sending you emails and other communications. We may contact you about important changes to our Services and Service-related notices. These communications are considered part of the SAI Services and you may not opt out of them.

Examples of SAI processing Your Data in furtherance of its legitimate interests in operating our Services and business include:

  • Understanding how you use our Services and improving them.
  • Promoting SAI Services that are most relevant to your interests.
  • Investigating and preventing security issues and abuse of the SAI Services or SAI users.

Examples of SAI processing Your Data with your consent include:

  • Sending you marketing materials about our Services. If you do not wish to receive these materials, simply click the Unsubscribe link in any email, or update your preferences in your SAI account.
  • Connecting your SAI account with other third party services via SAI APIs.
  • Collecting feedback from you to improve our Services and develop new features.

How does SAI collect and use my usage information?

We collect information about how you use the Services, including actions you take in your SAI account, to efficiently and reliably provide the SAI Services. We also use such information to improve our Services and develop new features, protect SAI users, and, in some instances, promote the SAI Services. For example, to provide the SAI Service and help you prioritize your work, we analyze your usage activity to recommend content that you might find most relevant and important.

To improve our Services, we collect information about how you interact with our Services to understand what features are most useful to you and improve them. To protect SAI users, we analyze things like IP addresses, login history, and email and password changes to detect and respond to abusive behavior.

To promote SAI Services, we will, in some instances, analyze information about users’ activity and level of engagement with our Services—such as how many devices they’ve connected to their SAI account and how much storage space they’ve used—to identify users who may be interested in our premium services.

How does SAI use my personal information for machine learning?

SAI collects and processes your personal data using machine learning technologies to provide, improve, protect, and promote the SAI Services:

Provide SAI Services. We use machine learning technology to make it easier for you to find, retrieve, organize, and prioritize Your Info, collaborate with those you work with most, and stay focused on your most important work. For example, we analyze your account activity and usage history to suggest content in your SAI account that you might find most relevant, predict and auto-correct search queries to help you find what you’re looking for, and troubleshoot issues you may be experiencing with the SAI Services.

Protect SAI Services. We use algorithmic analysis on things like your IP address, login history, and account changes (such as email address changes) to detect and respond to abusive behavior and content on our Services.

Improve SAI Services. SAI uses algorithmic analysis to improve the SAI Services and develop new features. For instance, we analyze information about how you interact with the Services, including searches, to optimize the design of our user interface, improve the way our algorithms suggest and personalize content, and refine the relevance of search results.

Promote SAI Services. We will, in some instances, use algorithmic analysis to identify users’ activity and level of engagement with our Services by looking at things like how many devices they have connected to their SAI account, how much storage space they have used, and how many sharing actions they have taken to identify users who might be interested in learning more about our paid or premium Services.

What trusted third parties does SAI share my personal information with?

In order to provide, improve, protect, and promote our Services, SAI shares your personal information with trusted third parties.

Trusted third parties are companies or individuals that SAI engages to provide, improve, protect, and promote SAI Services. For example, trusted third parties may access your information to provide data storage services, IT services, or customer support services, but will only do so to perform tasks on SAI’s behalf. SAI remains responsible for the handling of your information per our instructions. Trusted third parties include:

  • Amazon Web Services, Inc
  • Nylas.com
  • Sentry.io

How do I request deletion of, or object to or limit the use of, my personal data?

You can request that we stop, limit our use of, or delete your personal data in certain circumstances—for example, if we have no lawful basis to keep using Your Data, or if you think your personal data is inaccurate.

You can also choose to receive marketing messages from us. You can select which kinds of marketing messages you want to receive at any time by editing your preferences of your personal account or by clicking the Unsubscribe link in any categories of emails you no longer want to receive.

If your account information is inaccurate, you can update or delete it at any time by signing in to your account and going to your account. You can also delete your account at any time (but if you do, the index of Your Data will be deleted and will need to be recreated should you decide to sign up for our Services again).

If you believe that SAI has no lawful basis for using your personal data, believe there are other inaccuracies in your personal data, or wish to object to the use of your personal data or request deletion of your personal data, please let us know by contacting us at privacy@searchable.ai and we’ll look into it.

Why does SAI retain a copy of my data after it has been indexed?

There are a number of reasons that SAI retains a copy of your data once it has been indexed. Because most people's data is changing from day to day, it is more efficient to maintain a copy of the data so that we only need to index those items that have most recently changed. Also, over time SAI will continue to refine and improve our methodologies for providing you the best results possible. So, we may from time-to-time re-index your data as our Services improve. Note, Your Data is encrypted end-to-end as outlined above.

How can I access my personal data?

You can access the files you save in your SAI account at any time. If you have the SAI desktop app installed, you can store all of your files directly on your computer.

For information about your account and hardware associated with your account, simply sign in to your account. Here you can find the name and email address associated with your account, as well as the IP addresses of connected sessions and computers and mobile devices used to access your account. You can also see apps connected to your account from your dashboard.

If you would like to submit a data access request, please write us at privacy@searchable.ai with the words “Data Access Request” in the subject or body of your message, and we will get back to you promptly.