Last Updated: April 2, 2024

AVID Group, Inc. ("Company" or "We") respects your privacy and is committed to protecting it according to this policy.

This policy applies to information we collect directly from you — as a customer or a visitor — when you visit Avid AI’s website avidai.com and aviddata.co (our “Website”), request a product, request access to a service, or when you contact a member of the Avid AI team or sign up for an Avid AI account to use our products and services. Avid AI also indirectly collects the personal data of the customers and donors contained in the data you upload or otherwise provide to us.

Information We Collect about our Users, their Customers and their Donors

We use the information we collect to provide the services you’ve requested from us, and as needed for our operational purposes (e.g., to do the things we need to do to function as a business, such as to collect payment). In addition, we may use data about users of our services to detect, prevent, or investigate security incidents, fraud, or abuse and misuse of our platform and services. We do not sell your personal data and we do not share your information with third parties for those third parties’ own business interests.

Data collected during Account Creation and Account Usage

We process user contact details such as your name, email, and phone number directly from you when you make a request, contact a member of our team, or sign-up for an Avid AI account.

Following are the categories of personal information (“Account Data”) we may collect from you when you share it with us:

• Identifiers (e.g., name, email address, phone number, unique personal identifier, internet protocol address, other similar identifiers)
• Commercial information (e.g. Avid AI products or services of interest, product personalization information, other similar information)
• Payment information (e.g., payment method information, billing address, other similar information)
• Internet or other electronic network activity information (e.g., internet protocol address, browser type, cookies used for identification, etc.)

When you use our account portal, we collect your IP address and other data through tracking technologies like cookies, web beacons, and similar technologies. We use this information to understand how users are using our platform, who those users are (if they are a company and the IP address is associated with that company), what country they are logging in from (for analytics and export control purposes), and to help improve the navigation experience. You can learn more about cookies in the section titled “Cookies and Tracking Technologies” below.

Data collected from our Website and Interactions

In some areas of Avid AI’s website, you can fill out web forms to ask to be contacted by our sales team. The specific personal data requested on these forms will vary based on the purpose of the form. We will ask you for information necessary for us to provide you with what you request through the form (for example, we will ask you for your email address if you want to sign up for an email newsletter and for your phone number if you want a member of our sales team to call you). We may also ask you for additional information to help us understand your company better, such as your Avid AI use case, your company name, or your role at your company. If you sign up to receive ongoing marketing communications from Avid AI, you can always choose to opt out of further communications through a preferences page which will be linked from any marketing email you receive from Avid AI. You can also contact our customer support team to communicate your choice to opt out.

If you contact our sales or customer support teams, those teams keep a record of that communication, including your contact details and other information you share during the course of the communication. We store this information to help us keep track of the inquiries we receive from you and from customers generally so we can improve our products and services and provide training to team members. This information also helps our teams manage our ongoing relationships with our customers. You should not share any personal or sensitive information with our sales and support teams if it isn’t necessary for those teams to assist you.

Marketing Information 

We use your email address to send you information about other Avid AI products, services or events in which we think you may be interested. You can opt out of receiving marketing communications from us at any time through your marketing preferences page by clicking the “unsubscribe” link at the bottom of any marketing email you receive from Avid AI. You can also update your communication preferences using our online form or contact our customer support team to communicate your choice to opt out.

Information We Collect about Users’ Customers and Donors

We use the data you provided to us about your customers and donors to provide services to you and to carry out necessary functions of our business as a customer engagement service provider. We do not sell your customers’ or donors’ personal data with third parties for those third parties’ to use in their own business interests or in cross-context behavioral advertising.

In many cases, you can opt to store records of your communications or other activities in your Avid AI account, and these records may include your customers’ or donors’ personal data. You may also have the option to use additional features or tools within Avid AI’s products or services that allow you to do things such as analyze the records, including customers’ or donors’ personal data, in your Avid AI account. In those cases, Avid AI will process this information to provide you with the service you request.

Data Retention

We will retain your personal data and non-personal data for as long as it is reasonably necessary to fulfill the purpose for which it was given. Different retention periods apply for different types of personal information based on the purpose for which it was gathered. Files and databases that are uploaded by customers are retained for thirty days; the personal data extracted from those files and databases is retained for up to one year after the most recent update to such personal data; aggregated and anonymous data created based on uploaded data may be retained indefinitely.  

We reserve the right to dispose of or delete any or all such personal data or non-personal data at any time (including prior to any specific retention timeframe we may communicate), except as set forth in any other agreement or document executed by both you and us, or as required by law.

In some cases, we may retain a copy of your usage records, including the personal data contained in them, to carry out necessary functions like billing, invoice reconciliation, troubleshooting, along with detecting, preventing, and investigating spam, fraudulent activity, and network exploits and abuse. Sometimes legal matters arise that also require us to preserve records, including those containing personal data. These matters include litigation, law enforcement requests, or government investigations. If we have to do this, we will delete the impacted records when we are no longer legally obligated to retain them.

As an Avid AI user, if the Avid AI product or service you use enables you to store records of your usage on Avid AI, including personal data contained within those records, and you choose to do so, then Avid AI will retain these records for as long as you instruct, up until termination of your account. In some cases, use of extended storage may cost more. If you later instruct us to delete those records, we will delete them from all systems where it is commercially reasonable to do so and a legal exception does not apply.

Sharing Personal Data

We do not sell or share your personal data to third parties or disclose your personal data to third parties for their marketing purposes.

We may transfer or subprocess personal information: to our service providers (such as our customer support specialists, survey and other email campaign providers, payment processors etc.), who are only permitted to use the information to provide services to us and you; as required by law or legal proceeding or to protect our or others’ legal rights; and in connection with an acquisition, merger, sale, or other transfer of all or any portion of our business.

We have disclosed for a business purpose to one or more of these service provider the following categories of personal information that identifies, relates to, describes, is capable of being associated with, or could reasonably be linked, directly or indirectly, with a customer:

• Identifiers (e.g., name, email address, phone number, unique personal identifier, internet protocol address, other similar identifiers)
• Commercial information (e.g. Avid AI products or services of interest, product personalization information, other similar information)
• Payment information (e.g., payment method information, billing address, other similar information)
• Internet or other electronic network activity information (e.g., internet protocol address, browser type, cookies used for identification, etc.)

We may share other information and aggregate information (which does not identify you personally) with any party for any purpose we deem appropriate.

Choices about Account Data

Accessing and Controlling Account Data

Because your data flows in through various CRMs and other platforms that are connected to your Avid AI account, any updates to the data that may be necessary must occur through the relevant CRM or platform.

For any other requests about the data you cannot make directly through CRMs and other platforms connected to your Avid AI account, you can contact us as follows:

Email: support@avidai.com (please use “Consumer Privacy” in the subject line)

Phone: 972-814-2846

Mail:   5810 Tennyson Parkway, Suite 102, Plano, TX 75024

Closing Your Account and Deletion

To request closure or deletion of your Avid AI account, you can contact customer support. Please be aware that closure or deletion of your Avid AI account will result in you permanently losing access to your account and the data in the account. After closure of your account, certain information associated with your account may remain on Avid AI’s servers in an aggregated form that does not identify you or your end users. Similarly, after you close your account, we will retain data — including personal data — associated with your account that we are required to maintain for legal purposes or for necessary business operations until it’s no longer needed.

Choices about End Users’ Data

We also offer you the ability to delete, access, or exercise other choices about end user data.

If you choose to disconnect your Avid AI account from a connected CRM or other platform, the end user data will be removed from your Avid AI account. You will also have the ability to delete files and database tables associated with end user data. Lastly, you will have the ability to download the end user data to a file or push the end user data into compatible third-party marketing systems.

Cookies and Tracking Technologies

Avid AI uses common information-gathering tools such as cookies, web beacons, pixels and other similar tracking technologies to automatically collect information as you navigate our websites, your account or when you interact with emails we sent to you.

Cookies

A cookie is a piece of data contained in a very small text file that is stored in your browser or elsewhere on your hard drive. Cookies allow Avid AI to identify your device as you navigate our websites or your account. This makes navigating and interacting with our websites or your account more efficient, easy and meaningful for you.

By themselves, cookies do not identify you specifically. Rather, they recognize your web browser. So, unless you identify yourself specifically to Avid AI, like signing into your account, we don’t know who you are just because you visited our website.

Avid AI uses both session and persistent cookies. Session cookies are cookies that disappear from your computer or browser when you turn off your computer. Persistent cookies stay on your computer even after you’ve turned it off. Additionally, the cookies on our websites fall into three categories: (1) Required Cookies, (2) Functional Cookies, and (3) Advertising Cookies. To learn more about each category of cookie, you can visit our cookie consent tool by clicking on the “Cookie Preferences” link on the bottom right of the Avid AI website you are visiting.

How to Control & Delete Cookies

Hubspot Consent Tool. Avid AI uses Hubspot’s Cookie Consent Tool/Banner   as our cookie consent tool, which you can utilize to customize your cookie preferences. When you visit our website for the first time, a cookie consent banner will pop up and ask you to customize your cookie preferences. If you decide to change your preferences at a later date, you can easily do so by clicking on the “Cookie Preferences” link on the bottom right of our Website. Please note that Required Cookies cannot be disabled and if you decide to opt-out of Functional Cookies, certain functionality of our websites or your account may be impacted.

Using Your Browser. In addition to using the Hubspot Cookie Consent Tool/Banner, you can use your browser settings to opt out of Functional Cookies and Advertising Cookies.

Web Beacons

Avid AI also uses web beacons (such as through our use of Google Tag Manager) to gather data about your use of our websites, your account, and how you interact with emails we have sent to you. Web beacons are clear electronic images that can recognize certain types of data on your computer, like when you view a particular website tied to the web beacon, and a description of a website tied to the web beacon. Additionally, we may put web beacons in marketing emails that notify us when you click on a link in the email that directs you to our Website. We use web beacons to operate and improve our websites and email communications to you.

Privacy Compliance

State Consumer Access and Deletion Rights

For those customers that would like more information about our use of Account Data or Customer Usage Data, you have the ability to request:

• that we provide details about the categories of personal data that we collect about you, including how we collect and share it;
• that we provide you access to, and a copy of, the personal data we collect about you;
• that we update or correct any inaccurate personal data we have about you; and
• that we delete the personal data we have about you.

We may require verification of your identity before further processing your request. In certain instances, we may be permitted by law to decline some or all of such request. We won’t discriminate against you or change the price of our services if you make a request, but if you ask us to delete your data, it may affect your ability to use our service.

To exercise the rights described above, please contact us as follows:

Email: support@avidai.com (please use “Consumer Privacy” in the subject line)

Phone: 972-814-2846

Mail:   5810 Tennyson Parkway, Suite 102, Plano, TX 75024

Security Measures

We use security measures designed to protect the security of your personal data both online and offline. These measures vary based on the sensitivity of the personal data we collect, process and store and the current state of technology. We also take measures to ensure service providers that process personal data on our behalf also have appropriate security controls in place. When we transfer data across borders, we also take supplementary measures to ensure that data is protected.

Children’s Data

Our website or services are not directed at or intended to be used by children, and Avid AI will not intentionally collect or maintain personal information about anyone under the age of 16, except for information provided by the relevant parent(s) or guardian(s). If we discover that we have collected any other personal information about anyone under the age of 16, we will take reasonable steps to promptly delete such information from our systems.

Automated Decision Making and Machine Learning

Avid AI may use automated decision making in our use of AI tools used in our marketing efforts. Avid AI may also use automated decision making in our scoring and data modeling to produce segments and predict results from within our system.

Changes to our Privacy Policy

We may change this Privacy Policy from time to time, and if we do, the most current version will be available at https://app.aviddata.co/privacy-policy with the date indicating when it was last updated.