Privacy Policy
PRIVACY POLICY
Tensyr LLC · Last updated [CONFIRM: publication date]
This Privacy Policy explains how Tensyr LLC ("Tensyr," "we," "us") handles personal information in connection with RelativityOS (the "Service") and our websites.
1. Scope and our role
This Policy covers two different relationships.
Where we act for ourselves. When you visit our websites, enquire about the Service, or hold an account with us, we decide how your information is handled, and this Policy governs it.
Where we act for our customers. Our customers are businesses that use the Service to manage their own client relationships. The information they put into the Service about their own clients belongs to them. They decide what to collect, why, and how long to keep it. We process it on their instructions, under the Data Processing Addendum that forms part of our Terms of Service. If you are the client of a business that uses RelativityOS and you want to know how your information is handled, contact that business directly. We will refer your request to them.
2. Information we collect
From visitors to our websites. Information you submit through a form, including your name, business name and email address. Standard technical information your browser sends, including IP address, device and browser type, and the pages you view. Our marketing websites use Google Analytics to understand how visitors use them, and our forms use an automated check to keep out spam.
From people who hold an account. Account and contact details, the information needed to administer the account, records of your acceptance of our terms, and records of your activity within the Service.
Through the Service, on behalf of our customers. Our customers determine what they record. This generally includes the contact details of their clients and prospective clients, records of the business between them, notes recorded by their staff, and the contents and details (such as times and numbers) of calls, recordings, text messages and emails sent or received through the Service. It may include sensitive information where a customer chooses to record it.
Payment information. When you pay for the Service, payment card details are collected and processed by our payment provider. We do not receive or store full payment card numbers.
3. How we use information
We use information to:
- provide, operate, secure and support the Service;
- administer accounts, process payments and collect amounts owed;
- respond to enquiries and provide customer support;
- communicate with account holders about the Service, including service, security and billing notices;
- market the Service to businesses, where permitted and subject to your right to opt out;
- detect, investigate and prevent fraud, abuse, security incidents and violations of our Acceptable Use Policy;
- analyse and improve the Service, including through information that is aggregated or de-identified so that it does not identify any person; and
- comply with law and enforce our agreements.
We do not sell personal information. We do not use it for advertising or for profiling unrelated to providing the Service.
Artificial intelligence. The Service includes features that generate or process content using artificial intelligence. We do not use information held in the Service to train artificial intelligence or machine learning models, and we do not permit any provider we work with to do so.
4. Text messaging
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties.
Mobile telephone numbers and consent records are used only to deliver the messages the sender has been authorised to send and to honour opt-out requests.
5. Google services
Where a customer connects a Google account to the Service — to sync a Google Calendar, or to read and reply to reviews on a Google Business Profile — our use and transfer of information received from Google APIs follows the Google API Services User Data Policy, including its Limited Use requirements.
In plain words, that means we use information from a connected Google account only to provide the feature the customer turned on. We do not use it for advertising and we do not sell it. We transfer it only to the providers that help us deliver that feature — for example, to prepare a suggested reply to a review the customer asked us to draft. We do not let a person read it except where the customer asks us to for support, where it is necessary for security or to comply with law, or where the information has been aggregated or de-identified. We do not use it to train artificial intelligence or machine learning models.
A customer can disconnect a connected Google account at any time from within the Service (in Settings for a calendar, and on the Reputation page for a Business Profile), or revoke our access from their Google account permissions page.
6. How we share information
We share information with:
Service providers. We use outside providers to operate the Service. They are engaged for the following functions: hosting; data storage; artificial intelligence processing; speech transcription; calling and text messaging; video meetings; email delivery; file storage; calendar and business profile connection; payment processing; website analytics; and spam protection for forms. Each is permitted to use the information only to perform that function for us, is bound by written confidentiality and security obligations, and is not permitted to use it for its own purposes or to train artificial intelligence models.
The identity of each provider is available to any customer on written request to legal@tensyr.com, on the same terms as Section 12 of our Security Overview.
Our customers. Where you are the client of a business that uses RelativityOS, the information about you in the Service is available to that business.
Professional advisers. Our lawyers, accountants and insurers, where they need it and are bound by confidentiality.
In a business transaction. If Tensyr is involved in a merger, acquisition, financing or sale of assets, information may be transferred as part of that transaction. We will give notice before information becomes subject to a materially different privacy policy.
Where the law requires it. We may disclose information in response to a subpoena, court order or other lawful request, to protect our rights or the safety of any person, or to report suspected unlawful activity. Where we are permitted to do so, we will notify the affected customer first.
7. How long we keep information
| Information | How long we keep it |
|---|---|
| Information our customers put into the Service | For as long as the account is active. When an account closes, the customer can download its information for thirty days, after which it is deleted |
| Records of acceptance of our terms | Kept indefinitely as a record of the agreement |
| Account and billing records | For as long as the account is active, and for seven years after it closes |
| Records that a call or text message was sent or received (numbers, times and delivery status, never the content) | For five years after the account closes, to meet telecommunications compliance obligations |
| Audit and electronic-signature records | Kept indefinitely as a record of what was done and agreed |
| Website enquiry and contact form submissions | Until you ask us to delete them |
| Records of sign-ins and activity within the Service | Ninety days, then held in a secure archive for a further twelve months, then deleted |
| System and error logs | For as long as needed to operate and secure the Service. After an account's information is deleted, only records that do not identify anyone are kept |
| Website analytics information | Up to fourteen months |
| Call recordings | Until the customer deletes them, or until the account's information is deleted after it closes. The customer can delete any recording at any time |
Information held in backups is deleted within thirty days, as backups rotate. We may keep information for longer where the law requires it, or where it is subject to a legal hold or a pending claim.
8. Your rights
Depending on where you live, you may have the right to:
- ask what personal information we hold about you and obtain a copy;
- ask us to correct information that is inaccurate;
- ask us to delete information;
- receive information in a portable format;
- object to or ask us to limit certain uses; and
- withdraw consent where we rely on it.
To make a request, email legal@tensyr.com. We will verify your identity before acting, and we will respond within the time applicable law requires. Exercising these rights will not cause us to treat you differently or charge you more.
If your request concerns information a business holds in the Service about you as its client, that business is responsible for responding. We will forward your request to them and assist them in responding.
You can opt out of our marketing emails at any time by emailing us. We will still send service, security and billing notices.
9. California residents
If you live in California, you have the rights described in Section 8, together with the right to know the categories of personal information we have collected, the purposes for collecting it, and the categories of third parties we have disclosed it to — all of which are described in Sections 2, 3 and 6.
We do not sell personal information and we do not share it for cross-context behavioural advertising, as those terms are defined under California law. We have not done so in the preceding twelve months.
Some information in the Service may be sensitive personal information under California law, including health-related information, government identification numbers and the contents of messages. We use it only to provide the Service on our customer's instructions. We do not analyse it to infer characteristics about any person, and we do not use or disclose it for any purpose that would give rise to a right to limit its use.
You may designate an authorised agent to make a request on your behalf. We will ask for proof of that authority.
10. Security
We maintain administrative, physical and technical safeguards designed to protect personal information, described in our Security Overview. No system is completely secure, and we cannot guarantee that unauthorised access will never occur.
If a security incident affects personal information, we will notify affected customers and individuals as the law requires and as our agreements provide.
11. Children
The Service is a business tool and is not directed to children. We do not knowingly collect personal information from anyone under thirteen. If we learn that we have, we will delete it. If you believe a child has provided us with personal information, contact legal@tensyr.com.
12. Where information is held
We store information in the United States. Some of our service providers may process information outside the United States in the course of performing their function for us, under the same confidentiality and security obligations.
13. Changes to this Policy
We may update this Policy. The date at the top reflects the most recent version, and prior versions remain available in the archive at legal.tensyr.com. Where a change materially affects how we handle personal information, we will give notice before it takes effect.
14. Contact
Tensyr LLC 1050 Glenbrook Way Hendersonville, Tennessee 37075 legal@tensyr.com