Privacy Policy
Version 1.0.0 - Last update: 03-04-2023
Pitchwave is a company registered at the Chamber of Commerce in the Netherlands with registration number 92566022. Our services are available on our website, www.pitchwave.io, which is also known as the Pitchwave Platform. In this privacy policy, we refer to ourselves as “Site", "Pitchwave," "we," "our," or "us." We offer AI powered research and transcription services to users of the Pitchwave Platform.
At Pitchwave, we are dedicated to safeguarding the privacy of your Personal Information. We apply the Privacy by Design and Data Protection by Default principles throughout our product enhancement, development, and operations. When we say "Personal Information" in this statement, we are referring to information that pertains to an identified or identifiable individual. This can include information such as your name, email address, or device information, as well as details about how you interact with our services. This Privacy Statement has been provided by Pitchwave to inform you of our information practices, the types of information we may collect, how we plan to use and share that information, and how you may correct or modify this information.
Terms of use: Pitchwave has certain terms of use for using the Pitchwave services. Please visit www.pitchwave.io/terms-of-use to review them.
1 What do we cover in this Privacy Statement?
1.1 This Privacy Statement applies to Personal Information that we collect in various ways, including when you: (1) visit websites that we operate and that are linked to this Privacy Statement, such as www.pitchwave.io (the “Website”); (2) utilize our service when logged in (the “Account section”) (the "Platform"); (3) visit our social media pages; (4) receive communications from us, including emails, phone calls, or texts; (5) attend our events, webinars, or contests, or otherwise participate in them; (6) submit a job application to us; (7) provide information to us in connection with a potential business relationship with us; or (8) register as an authorized user of the Pitchwave Platform or contact us for support. We refer to these collectively as the "Services," and we use "you" to refer to any individual who uses or visits them.
In general, Pitchwave acts as a data controller for the Personal Information we collect directly from the Services. As a data controller, we decide how and for what purposes the Personal Information we collect will be processed.
1.2 At Pitchwave we created a platform that uses Artificial Intelligence and web technology to offer an automated interview and transcription services with high accuracy. We utilize top automated generative AI services, speech-to-text and text-to-speech algorithms to provide users three primary services: (1) AI powered interview assistants, (2) Transcription of audio and/or video files uploaded to the Pitchwave Platform, and (3) AI powered summaries, sentiment analysis and clustering.
With this service comes a responsibility with regards to your privacy. In the next sections we will describe how we handle your privacy related data and the types of personal data we collect through our platform, newsletter and other means. This policy is applicable to all information that Pitchwave collects, with the exception of corporate customers who may have their own server and therefore be subject to a different privacy policy.
2 What personal information do we collect?
The type of Personal Information we collect is dependent on the nature of your interaction with Pitchwave, as outlined in the following categories: (1) Personal information we collect directly (2) Information collected from others
2.1 Personal information we collect directly from you
Usage of our Site: As you utilize our Services or complete forms on our Site, you may be given opportunities to subscribe to receive specific information or Services, download content, or enroll in an event or webinar, for which we may request your contact information. Personal Information that we may collect in this regard includes, but is not limited to, your name, job title, company name, industry, company address, email address or phone number, country, and your interaction with Pitchwave content and other publications. Our site use cookies and other technologies that enable us to gather information. Upon entering our website, we may collect information about your device (such as the manufacturer, model, and IP address) as well as demographic information (for example, age, gender, and interests).
Communication with us: We obtain Personal Information from you when you communicate with us, such as when you request information about our Services, register for our newsletter, download or engage with our content and publications, seek customer or technical support, apply for a job or interact with a job posting. The Personal Information we collect may include your name, email address, phone number, mailing address, job title, marketing subscription status, and information about your engagement with Pitchwave content and other publications.
Account information: If you register as an authorized user or sign up for an account to use the Pitchwave Platform, we collect your Account Information, which may include your name, email address, IP address, company name, job title, and website information.
Survey participation: We may invite you to take part in surveys and if you choose to participate, we may ask for specific information such as your name, email address, job title, employer, and other relevant contact details.
Forum, blogs or social media: We may provide forums, blogs, or social media pages, where you can share your content. Please note that any information you post on these channels will be considered "public" and is not subject to privacy protections.
2.2 Information collected from others
Information from other sources: We may receive additional information, including Personal Information, from third-party sources such as public databases, social media platforms, joint marketing partners, and other parties who provide us with contact information for prospects or leads. When we obtain information from these sources, we ensure that the third parties have obtained the information lawfully and with the necessary level of consent through contractual or other legally compliant commitments.
Billing Information: If we charge a fee for our services, we may collect billing, payment, and contract-related information from you if you are a business representative of one of our customers. We collect this information through our third-party billing and payment processors.
3 How do we use personal information?
3.1 Utilizing personal information we collect from you
We utilize the Personal Information that we collect from you, or that you provide to us, for various business purposes. The ways in which we and our third-party service providers use Personal Information may vary depending on the nature of your interaction with us. These purposes may include:
Information for Services which you requested: We use the Personal Information we collect about you or that you provide to us to fulfill your requests for information and Services. This includes providing information about potential or future Services, managing your information and accounts, responding to questions and requests, granting access to certain features of the Services, and combining information we receive from others to better understand your needs and provide better Service. Additionally, we use your Personal Information to allow you to register for events, participate in contests or promotions, post in forums, participate in webinars, and receive related information and communications.
Fulfill a contract: We may use your Personal Information to fulfill a contract or take steps linked to a contract, particularly when you register for the Pitchwave Platform. This includes using your Personal Information for administrative purposes and to fulfill contractual obligations such as: (a) fulfilling your requests related to the Pitchwave Platform or other products you have requested; (b) providing you with the Pitchwave Platform for which you have registered; (c) performing internal quality control; (d) maintaining and improving our Services; (e) verifying your identity; (f) sending communications regarding the Services, your account, or any changes to any Pitchwave policy or terms of use; (g) processing payments; (h) providing technical and customer support; and (i) enforcing our Terms of Use or other agreement entered into with you.
Marketing our products and services. We may use your Personal Information to send you information about our products and services, including new content and future offerings. We may communicate with you through phone, postal mail, text, or email, as permitted by applicable law. Our use of your Personal Information for marketing purposes may include: (a) customizing content, advertisements, and offers to your interests; (b) notifying you about products and services that we believe may interest you; (c) providing you with our Services; (d) measuring interest in our Services; (e) processing and delivering contest entries and rewards; (f) analyzing trends, usage, and activities related to our Services; (g) other purposes disclosed when you provide your Personal Information; or (h) otherwise with your consent. If you do not want us to use your Personal Information for marketing purposes, you may opt out by contacting us at any time, as further explained below.
Research and development. We may utilize your Personal Information to generate non-identifiable data that can be used either alone or in combination with information collected from other sources, to help us enhance our current products and Services, or to develop new products, processes, and services.
To comply with legal obligations. We may use your Personal Information when cooperating with public and government authorities, courts, or regulators as required by applicable laws. We may also use this information to protect our rights, prevent misuse or abuse of our site or Services, and prevent potentially prohibited or illegal activities and fraud. Additionally, we may use your Personal Information to protect our rights and the rights of others, pursue remedies available to us, and limit our damages. This includes complying with judicial proceedings, court orders, legal processes, or responding to lawful requests.
4 With whom do we share personal information?
We only share your information with third parties as needed to fulfill your requests or for various legitimate business purposes, including providing or improving our Services, protecting ourselves or others, in the event of significant business transactions such as mergers, sales, or transfers of assets, as explained below, or as required or permitted by law. If we transfer your personal data to third-party service providers, we will implement appropriate measures to ensure proper and secure data processing in accordance with applicable data protection laws.
4.1 Disclosures to provide Pitchwave Services
Service Providers. Pitchwave may share your Personal Information with third-party service providers that we have retained to perform Services on our behalf, including (i) provision of IT, hosting, backup, storage, and related services; (ii) provision of information and services you have requested; (iii) payment processing and collection of amounts owed to Pitchwave; and (iv) customer service activities. These service providers may have access to or process your Personal Information for the purpose of providing these services for us. Payment information will only be used and shared to process your order and may be stored by a service provider for future orders. When you use one of our services, you accept the use of Google, OpenAI, Amazon, Cloudflare, Stripe and Sendgrid as Service Providers which includes storing or processing of data (for example for AI services, processing analytics, processing audio/video data, hosting data, processing payments or translation of data). Pitchwave does not control our Service Providers’ use of shared Personal Information and their use of such Personal Information will be in accordance with their own privacy policies.
Advertising Partners. We may allow third-party advertising partners to collect information about your device and activities through the use of technologies and tracking tools, such as your IP address, mobile identifiers, pages visited, location, and time of day, while using our Services. We may also combine this information with other data, such as demographic information and purchase history, and share it with our advertising partners. These partners may use this information, along with data collected from other websites, to deliver targeted advertisements to you when you visit other websites within their networks. This is known as "interest-based advertising" or "online behavioral advertising." We may also provide access to other data collected by our Services to share information that may be useful, relevant, valuable, or of interest to you.
4.2 Disclosures to protect us or others
Safeguarding Pitchwave and others. We may disclose your Personal Information in good faith, in the following situations: (a) as required by applicable law, court order, or legal process; (b) to comply with lawful requests by public authorities, including those related to national security or law enforcement; (c) during the litigation discovery process; (d) to enforce Pitchwave policies or contracts; (e) to prevent physical harm or financial loss or to investigate or prosecute suspected or actual illegal activity; or (f) when we deem it necessary or advisable to disclose such information.
Moreover, we may periodically review server logs and other systems for security purposes, such as detecting unauthorized activities on our Services. In such cases, records containing Personal Information may be shared with our service providers, third parties, and law enforcement agencies to prevent fraud and/or identify users in connection with their investigation of such unauthorized activities.
4.3 Disclosure in the event of merger, sale, or other asset transfers
In the event of a proposed or actual purchase, any reorganization, sale, lease, merger, joint venture, assignment, amalgamation or any other type of acquisition, disposal, or financing of all or any portion of our business or any of the business assets or shares (including in connection with any bankruptcy or similar proceeding), we reserve the right to disclose or transfer any Personal Information.
5 What device and usage data does Pitchwave process?
We utilize various standard tools for collecting usage data, such as cookies, and similar technologies, in order to automatically gather information from your computer or mobile device as you interact with our site or utilize our Services. This information may contain Personal Information, such as your IP address.
5.1 Cookies, web beacons and other tracking technologies in our Services.
As you use our platform and browse our Site, we may collect certain passive information through technologies such as cookies, tracking pixels, and other similar tools to gather data about your device, browsing behavior, and patterns. This information may include your IP address, cookie IDs, browsing data, clicked content, domain and host names, browser software and settings, operating system, device type, date and time of access, and other device identifiers. We collect this information to improve the administration and quality of our Services, and to enhance your user experience. Please see the "Your Privacy Rights" section below for more information. If you consent to the use of cookies and similar technologies, we will collect information through those tools.
Our Platform utilizes both types of cookies: (1) session-based and (2) persistent. Session-based cookies only exist during a single browsing session and are deleted from your device once you close your browser or turn off your device. Persistent cookies, on the other hand, remain on your device after you close your browser or turn off your device. While you have the option to manage your cookie preferences for each browser, disabling cookies may limit your access to certain features and functions on our Services.
Types of cookies on our Site.
Essential Cookies. Our site require these cookies to function properly, and they cannot be turned off. Examples of necessary cookies include session cookies required to navigate the website, authentication cookies, and security cookies. These cookies also enable certain features on our Site, such as the auto logon feature. You have the option to set your browser to block or alert you about these cookies, but if you choose to do so, some parts of the site may not work as intended.
Functional Cookies.These cookies are designed to improve the functionality, performance, and services of the Site. By allowing us to track visits and traffic sources, we can measure and enhance the performance of our Site. Additionally, functional cookies play a key role in improving the overall function of our site and enabling us to provide you with more personalized and relevant marketing communications. By monitoring which pages are most and least popular and how visitors navigate our Site, these cookies help us understand user behavior and preferences. We may use proprietary or third-party technology to analyze usage data, enhance user interactions, and provide more targeted communications, as well as to activate specific features on the Site.
Targeting cookies are designed to monitor a visitor's activity across different websites with the aim of understanding their interests and directing specific marketing campaigns towards them. Our advertising partners may set these targeting and advertising cookies through our Site. These cookies may enable the partner companies to create a comprehensive profile of your interests and display advertisements that are relevant to you on other websites.
Our use of "tracking pixels" is another method to gather information. These are small graphics files that incorporate a unique identifier which is integrated into our emails or other communications sent via our Site. This allows us to keep track of user traffic patterns from one page to another within our Site, monitor access to communications sent via our services, determine if you arrived at our Site through an advertisement displayed on a third-party website, or if you have viewed ads on our site or through our Services. Additionally, it helps us to improve the overall performance of our Site.
As part of the Services we offer, we may integrate third-party application programming interfaces (APIs) and software development kits (SDKs). These APIs and SDKs may enable third-party entities, such as analytics and advertising partners, to obtain your personal information for a variety of reasons, including the provision of analytics services and content that is more customized to your preferences.
5.2 Social media features
Social media links such as Facebook, LinkedIn, Twitter, Instagram and YouTube (that might include widgets such as the “share this” button or other interactive mini-programs) may be on our Site. These features may collect your IP address, which page you are visiting on our site, and may set a cookie to enable the feature to function properly. These social media features are either hosted by a third party or hosted directly on our Site. Your interactions with these features apart from your visit to our Site are governed by the privacy policy of the company providing it.
5.3 Analytics
We use Google Analytics, as well as similar providers, to collect data on visitor behavior and demographics, and to improve website content. Additionally, we use Google Analytics Demographics and Interest Reporting to gain insights into our visitors' age, gender, and interests. For further details on Google Analytics, please refer to www.google.com/policies/privacy/partners/. To prevent Google from collecting and processing data related to your use of the Services, please visit http://tools.google.com/dlpage/gaoptout.
6 Operate, improve and personalize Pitchwave’s Services
6.1 The information gathered by us is utilized to deliver and enhance the Pitchwave Products and Services. This includes the use of collected data to improve and tailor our offerings, thereby optmizing your experience on Pitchwave through the presentation of content that is more pertinent to your interests, recommending functionalities and topics for effective utilization, and facilitating your exploration of third-party applications and services. We may use the information uploaded and collected on our platform to help train our machine learning or artificial intelligence models for the purposes to improve our Products and Services. We acknowledge the paramount importance of safeguarding your privacy. In alignment with this commitment, we pledge to ensure that data utilized for algorithm training is anonymized to the greatest extent feasible.
6.2 We use information you share with us, or that we collect to conduct research, surveys, product testing, and troubleshooting to help us operate and improve our products and services.
7 Security measures in place
The security of Personal Information provided to us is of utmost importance to us. We have implemented industry-standard technical, administrative, and physical safeguards to help protect information on our servers against unauthorized access, alteration, disclosure or destruction. You are responsible for maintaining the secrecy of your own passwords. If you have reason to believe that your passwords or Personal Information is no longer secure, please promptly notify us at info@pitchwave.io.
8 Retain personal information
As outlined in this Privacy Statement, we will retain the Personal Information we receive for as long as you continue to use our Services or as long as it is necessary to fulfill the purpose(s) for which it was collected. This includes providing our products and Services, resolving disputes, establishing legal defenses, conducting audits, pursuing legitimate business purposes, enforcing our agreements, and complying with applicable laws.
9 Privacy rights
We provide various options for managing your Personal Information. Below is a summary of these choices, along with instructions on how to utilize them and any applicable restrictions.
If you have provided your consent for us to process your Personal Information, you can withdraw that consent at any time and opt-out by following the instructions in this section. Before we use your Personal Information for any new purpose that was not originally authorized by you, we will provide you with information about the new purpose and offer you the opportunity to opt-out. If the processing of your Personal Information requires your consent by law or contract, we will comply with the applicable law or contract.
To opt-out of receiving promotional emails, an "Unsubscribe" link will be provided in each email communication. However, we may still send you non-promotional emails related to transactions or any products, the Pitchwave Platform, or Services you have requested. Additionally, certain communications related to our programs and Services may be necessary to send and cannot be opted out of (e.g. updates to our Terms of Use or this Privacy Statement).
Access, correct, amend, port, restrict processing, or delete Personal Information. As a user, you possess the right to manage and modify certain uses and disclosures of your Personal Information in accordance with the terms stated in this Privacy Statement. Provided that there are no exemptions under the law, you are entitled to seek confirmation whether we process your Personal Information about you; request the access to your Personal Information; request more details about the categories of pieces of information we collect and to request us correcting, updating, amending, deleting your Personal Information.
If you have any questions, concerns, or would like to submit a request regarding this Privacy Statement, please contact us at info@pitchwave.io. We take privacy matters seriously and will do our best to address any issues promptly and appropriately.
10 International data transfers
At this moment, your data is saved and handled strictly in Europe.
11 Changes to Pitchwave’s privacy statement
From time to time, we may revise and update this Privacy Statement at our sole discretion as we deem necessary. We will notify you of any material changes to this Privacy Statement through our site or as required by applicable law. We encourage you to check this Privacy Statement periodically to stay informed about how we collect and protect your Personal Information, as well as any policy changes. By continuing to use our Services after any posting or notice of an amended Privacy Statement, you agree to be bound by such changes. All revisions to this Privacy Statement are effective immediately upon posting or notice.
12 Contact us
If you have any inquiries regarding our privacy practices or this Privacy Statement, or if you would like to make a request to exercise your rights, please feel free to contact us at: info@pitchwave.io
