Vivid Machine ("we", "our", or "us") is committed to maintaining the security, confidentiality, and privacy of your personal information. This Privacy Policy outlines our on-going commitment to your privacy.
Scope of Policy
This Privacy Policy applies to the collection, use, and disclosure of your personal information in connection with the operation of our websites, applications, and games ("products" or "services").
Purposes
We collect, use, and disclose your personal information for the following purposes:
- to provide and administer requested products or services, and to disclose the information for any purpose related to the operation of accounts and provision of requested products or services.
- to enable features within our products that read, populate, or otherwise interact with content on third-party websites or applications when you initiate such an action.
- to process content you submit to our products — including documents you upload, voice input you initiate, and information you enter into forms — in order to deliver the requested feature.
- to engage trusted third-party service providers to perform functions on our behalf, including hosting and database storage, user authentication, payment processing, error monitoring, and AI- or machine-learning-based processing of content you submit.
- to permit you, where you choose to do so, to direct our products to send your content to third-party services that you separately configure with your own credentials.
- to communicate with you through our website and email.
- to authenticate your identity.
- to monitor your compliance with any of your agreements with us.
- to manage or transfer our assets or liabilities, for example in the case of an acquisition or merger, the provision of security for a credit facility or the change of a supplier of products.
- to protect us, yourself, and others from fraud and error and to safeguard our business interests.
- to collect debts owed to us.
- to comply with legal and regulatory requirements, including disclosure to financial institutions, lawyers, and government or regulatory bodies where required.
The above collections, uses, and disclosures are a reasonably necessary part of your relationship with us.
Consent
We will obtain your consent to collect, use, or disclose personal information except where we are authorized or required by law to do so without consent. For example, we may collect, use, or disclose personal information without your knowledge or consent where:
- the information is publicly available, as defined by law.
- we are obtaining legal advice.
- we reasonably expect that obtaining consent would compromise an investigation or proceeding.
Other exceptions may apply.
Information We Collect
The categories of personal information we may collect depend on which of our products you use and which features you choose to engage. They include:
- Account and contact information — such as name, email address, phone number, mailing address, and login credentials.
- Profile and content information — such as biographical details, professional or educational history, skills, preferences, and any documents, images, or text you upload to or create within our products.
- Voluntary disclosures — additional information you may choose to provide for a specific feature, including, where applicable, demographic information (such as gender, pronouns, ethnicity, disability status, or veteran status) that you elect to share for purposes such as pre-filling third-party forms on your behalf. Providing this information is always optional.
- Audio input — voice input captured locally in your browser by features that offer spoken interaction. Audio is processed in real time on your device and through our AI processors only while such a feature is active and you have granted microphone access; we do not retain raw audio recordings on our servers.
- Web content you direct our products to access — when you use a feature (such as a browser extension) that interacts with a third-party website on your behalf, we may read the contents of that page (form fields, posted listings, visible text) solely to perform the action you requested. We do not collect browsing history or read pages in the background.
- Usage and device information — non-personally identifying technical data described in the "Other Information" section below, including approximate location derived from IP address.
- Payment information — when you purchase a paid product or subscription, billing details (such as cardholder name, billing address, and payment instrument data) are collected and processed by our payment processor. We do not store full card numbers on our own systems.
Limitations and Retention
We will not collect personal information indiscriminately, but will limit collection of personal information to that which is reasonable and necessary for the purposes described above and as authorized by law.
Your personal information will only be used or disclosed for the purposes set out above and as authorized by law.
We retain personal information for as long as your account remains active, for as long as needed to provide the products or services you have requested, and for any longer period required by law (for example, to comply with tax, accounting, or other legal obligations). To request deletion or anonymization of the personal information we hold about you, please contact us using the details at the end of this policy; we will respond within a reasonable period, except where retention is required by law.
Uploaded documents and other content you create within our products are retained for as long as you keep them in your account, and are removed when you delete them. Audio input is processed only in real time during the relevant feature and is not retained as a recording on our servers.
We will take due care when destroying personal information so as to prevent unauthorized access to the information.
Other Information
We may collect non-personally identifying information of the sort that web browsers and servers typically make available, such as the browser type, language preference, referring site, and the date and time of each visitor request. We collect this non-personally identifying information to better understand how our visitors use our products or services. We may release non-personally identifying information from time to time, e.g., by publishing reports on trends in the usage of our products or services.
We also collect potentially personally-identifying information like Internet Protocol (IP) addresses for visitors that log into our products or services. We only use and disclose logged user IP addresses under the same circumstances that we use and disclose personal information as described in this Privacy Policy.
Children
Protecting the privacy of children is especially important. For that reason, we do not knowingly collect or maintain personal information from persons under 16 years-of-age.
Email Communication
If you're a user of our products or services and have supplied your email address, we may occasionally send you emails to tell you about new features, products, or services, or to solicit your feedback. If you send us an email, we also reserve the right to publish it in order to help us support other users or clarify or respond to your request.
Cookies
We will sometimes save "cookies" or files locally on your computer or device containing data that allows for an easier user experience on our websites. Cookies can be used to help us identify visitors, save their access preferences, and track their usage of our websites.
If you do not wish to have cookies placed on your computer or device, you may set your browser to refuse cookies before accessing and using our websites. However, certain features of our website may not function properly without the aid of cookies.
Third-Party Advertisers
Third-party advertisements appearing on our websites, applications, or in our games may be delivered by advertisers who set cookies that allow, among other things, the advertisers to deliver targeted advertisements that they believe will be of most interest to you.
This Privacy Policy covers our use of cookies, but does not cover the use of cookies by any advertisers. You should review our advertisers' privacy policies to understand their personal information practices.
Accuracy
We will make a reasonable effort to ensure that personal information we are using or disclosing is accurate and complete.
Safeguards
We protect the personal information under our control by making reasonable security arrangements to prevent unauthorized access, collection, use, disclosure, copying, modification, disposal, or similar risks. However, we cannot guarantee the security of your personal information due to the nature of computers, software, and the Internet.
Service Providers and Disclosure
To operate our products we engage trusted third-party service providers. These providers process personal information only on our instructions and only as needed to perform their services. The categories include:
- Cloud hosting and database providers — for storing your account, profile, and content data, and for delivering our products to you over the internet.
- Authentication providers — for verifying your identity when you sign in.
- Payment processors — for processing subscription and one-time purchases on our behalf.
- AI and machine-learning processors — for features that use AI to generate, suggest, summarize, transcribe, or otherwise process content you submit. When such a feature is used, the relevant content (and, where applicable, profile data needed to personalize the result) is sent to the AI processor for the duration of the request.
- Error monitoring and analytics providers — for diagnosing crashes, measuring product usage in aggregate, and improving reliability.
- Email and customer-support providers — for delivering transactional and account-related emails and for responding to your inquiries.
Each of these providers operates under its own privacy policy and contractual obligations to safeguard the data we share with them. We do not sell your personal information to third parties.
Some of our products allow you to optionally connect your own third-party account or API key (for example, to direct content you submit to an external service of your choosing). When you do so, the third party you have selected receives the relevant data directly under its own terms and privacy policy, not ours.
Your Rights
You have the right to access, correct, export, or request deletion of the personal information we hold about you. You may exercise these rights from within your account where self-service controls are provided, or by submitting a written request and authenticating your identity. We will respond within a reasonable period and, in any event, within the timeframes required by applicable law.
Depending on your jurisdiction, you may have additional rights — such as the right to object to or restrict certain processing, the right to withdraw consent, the right to lodge a complaint with a data protection authority, and, for residents of certain regions, the rights conferred by laws such as the EU/UK General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA).
In some situations, we may not be able to provide access to certain personal information (e.g., if disclosure would reveal personal information about another individual, the personal information is protected by client privilege, the information was collected for the purposes of an investigation or where disclosure of the information would reveal confidential commercial information that could harm us). We may also be prevented by law from providing access to certain personal information.
Merger or Sale
In the event that some or all assets related to the our products or services are acquired by or merged with a third-party entity, we reserve the right, in any of these circumstances, to transfer or assign the information that we have collected from you as part of that merger, acquisition, sale, or other change of control.
Changes
We reserve the right to add, update, or remove portions of this policy at any time. We will post these changes on this page, and will make a reasonable effort to keep this page current.
Questions
If you still have any questions or concerns about this policy please contact us.