Optic Application Privacy Policy

Privacy Notice

This privacy notice discloses the privacy practices for Optic (the “Service”) by SmileML, Inc. This privacy notice applies solely to information collected by this application. It describes the following: 
1. What personally identifiable information is collected from you through the application, when and why it is collected, how it is used and when and with whom it may be shared.
2. What choices are available to you regarding the use of your data.
3. The security procedures in place to protect the misuse of your information.
4. How you can correct any inaccuracies in the information. 

We will post notices of all changes that materially affect the way in which your personally identifiable information may be used or shared in updates to our Privacy Policy. 

This policy does not apply to those third-party advertising systems, networks or websites that SmileML, Inc. has a relationship with or of other companies or individuals that SmileML, Inc. does not own, employ, manage or control.

If you have any questions about this Privacy Policy, please feel free to contact us through the application or email us at info@smile-ml.com.

Information We Collect
The information we learn from users helps us not only provide the Service but also to personalize and continually improve each user’s experience with the Service.  Here are the types of information we gather: 

Information You Give Us
Personal Information:  While using the Service, we may ask you for certain personally identifiable information which we may use to contact or identify you. Personally identifiable information may include, but is not limited to: first name, last name, email address, usage data, other contact information. We may also request certain other personally identifiable information from time to time as we deem necessary to better provide the Service to you.  You can choose not to provide us with any or all of the information we specify or request, but then you may not be able to use the Service or to take advantage of some or all of our features.

When connecting a Google Calendar or Microsoft Outlook account to the Service, we request read access to your calendar. Read access is needed to display your calendar events.

We collect the following calendar data:
Information on calendars that are connected, including name, color, and ID. Emails of attendees of the events of the connected calendar account.

Information on events from these calendars including titles, descriptions, conferencing information, and other calendar metadata.

Automatic Information Collected 
To perform the Service, we also collect information through our proprietary machine learning analytics tool, cookies and automated means. Information of this sort includes:

Screen recording and related content: We may access, collect, and record videos, images, photographs and other screen recordings that you authorize us to about your video communications with third parties, which information may include personally identifiable images.  We collect this through our proprietary machine learning models to extract metadata (such as smiles and frowns) from the screen. The screen recording is not saved and metadata, which cannot be used by us or by anyone else to identify you personally, is saved either locally to your device or, in certain paid subscription models, is saved on our remote cloud-based servers. By providing us with access to images of or other personally identifiable information about such third parties, you represent and warrant that you have obtained their express consent to collect and access such information.  We do not retain any personally identifiable information about these third parties.

Technical information about your browser and mobile device: This information is used in the aggregate to help us optimize the Service for common browsers and devices.

Usage information, such as the interface detection, features and emails from SmileML, Inc. that you interact with: We collect and use this behavioral information and may use it in anonymized and aggregate forms to generate statistics about users and how the Services are being used and to facilitate targeted communications but the information is not shared in any form that could be used to identify you personally.  

IP address and log file information, web beacons, cookies, tokens and device identifiers: These are alphanumeric identifiers that help us to distinguish between unique browsers and devices in order to avoid showing you the same information twice, keep you logged into SmileML, Inc., prevent duplicate actions and improve your experience.  The information we collect may include your IP address, browser and device characteristics, referring URLs, and a record of your interactions with our Service. By using the Service, you are consenting to such use of cookies and device identifiers.

Crashes and error reports: If you encounter a crash or error while using our Service, we may generate a crash report that includes technical, usage and, if you are logged in, your account information so that we can diagnose and potentially prevent the problem in the future.

Information Collected from other Sources.
We may also periodically obtain both personal and non-personal information about you from our service providers, contractors and other third parties.  For example, we may collect information from third party services such as a communications provider or payment processor to help integrate content and services. 

Information Use and Sharing

We are the sole owners of the application and the data processed or otherwise collected on this application. Personally identifiable information you provide to us always belongs solely to you or to the person it identifies. We only have access to collect information that you voluntarily give us via email or other direct contact from you. We will not sell or rent this information to anyone unless you authorize us to.  As described above, screen recordings we apply our proprietary machine learning models to are not saved and metadata which can not be used by us or by anyone else to identify you personally, is saved locally to your device, which you control, or in some paid subscription models may be saved on our cloud-based servers to better enable you to share with your team.  You control whether and how you share this data with your team.We will use your information to establish and manage your account and provide the Service to you.  This includes things like communicating with you regarding the reason you contacted us. We will not share your information with any third party outside of our organization, other than as necessary to provide the Services (such as to provide payment processing, a push notification delivery service or usage analytics).  However, our agents do not have any right to use the information we share with them beyond what is necessary to assist us in providing the service to you as described in this Privacy Policy.  

Unless you ask us not to, we may contact you via email in the future to tell you about specials, new products or services, or changes to this privacy policy. 

Sometimes we may be required to share your information in response to a regulation, court order or subpoena. We may also share information when we believe it's necessary to comply with the law or to respond to a government request or when we believe disclosure is necessary or appropriate to protect the rights, property or safety of SmileML, Inc., our customers, or others; to prevent harm or loss; or in connection with an investigation of suspected or actual unlawful activity. 

We may also share your information in the event of a corporate sale, merger, acquisition, dissolution or similar event.

Your Access to and Control Over Information
You may opt out of any future contacts from us at any time. You can do the following at any time by contacting us via email at info@smile-ml.com: 
- See what data we have about you, if any. 
- Change/correct any data we have about you. 
- Have us delete any data we have about you. 
- Express any concern you have about our use of your data.

We take precautions to protect your information. When you submit sensitive information via the application, your information is protected both online and offline. 

Wherever we collect sensitive information, that information is encrypted and transmitted to us in a secure way. 

While we use encryption to protect sensitive information transmitted online, we also protect your information offline. Only users that you have explicitly given permission are granted access to personally identifiable information. The computers/servers in which we store personally identifiable information are kept in a secure environment.

We want you to feel confident using the Services. However, no system can be completely secure. Therefore, although we take steps to secure your information, we do not promise, and you should not expect, that your personally identifiable information, usage data or other communications will always remain secure. We will notify you by email if we have reason to believe that your personal information has been compromised due to a security breach or used in an unauthorized manner, but by using this Service, in accordance with the Terms of Use you agree to release us from any and all claims arising out of unauthorized use of your information.

Data Retention
As described above, we do not retain copies of the screen recordings we analyze in connection with providing the Service. We collect and retain certain metadata in connection with the Service, which metadata is stored on your local device, or in certain paid subscription cases may be stored on our cloud-based remote servers to facilitate sharing among your designated team members.  As described above, this metadata cannot be used to identify you personally. We will retain your profile information and usage data for as long as your account is active or as needed to provide you services, comply with our legal obligations, resolve disputes, and enforce our agreements.  If you close your account, we may still retain certain information associated with your account for analytical purposes and recordkeeping integrity, as well as to prevent fraud, collect any fees owed, enforce our terms and conditions, take actions we deem necessary to protect the integrity of our web site or our users, or take other actions otherwise permitted by law. Deactivating your account does not automatically delete your account or usage data from our database, but regardless of any retention policy we will make reasonable efforts to enable you to delete your profile and personally identifiable information from our database upon request.  

Children's privacy
The Service is designed for use by individuals age 16 and above only.  We do not knowingly seek or collect personal information from anyone under the age of 16. 

Using the Services from outside the United StatesThis Privacy Policy is intended to cover collection of information from residents of the United States and is not intended for users located outside the United States. If you are accessing the Service from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States where our servers are located and our central database is operated. The data protection and other laws of the United States and other countries might not be as comprehensive as those in your country. By using the Service, you understand that your information may be transferred to our facilities and those third parties with whom we share it as described in this Privacy Policy.

ChangesThis Privacy Statement may be updated from time to time for any reason. Any changes will be posted here, so we encourage you to continuously review our Privacy Policy.

If you feel that we are not abiding by this privacy policy, you should contact us immediately via info@smile-ml.com. 

Last Updated: February 3, 2023

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