Privacy Policy

Last Updated: February 14, 2024

Introduction to the RealTheory Privacy Policy:

Thanks for choosing RealTheory! We are really happy to have you as a customer and we want you to know that we greatly respect your privacy rights. The privacy and security of your personal data is and always will be extremely important to us.

The intent of this Privacy Policy is to transparently share with you why we gather information, the type of information we gather, and how we store and use your personal data to provide you the best experience possible. Our goal is to outline the controls and choices you have with regards to when and how you choose to share your personal data.

This Privacy Policy sets out the essential details relating to your personal data relationship with RealTheory, Inc. We, us and our, refers to RealTheory Inc. This Privacy Policy applies to all RealTheory Services. Where applicable, the terms governing your use of the RealTheory Services are defined in our Cloud Terms of Service, User Terms, Acceptable Use Policy, and other policies required for use of RealTheory Services.

Over time RealTheory may offer additional features, products and services and unless there is a material change in the way we collect or process your personal data, then those new features, products and services will also be subject to this Privacy Policy, otherwise, if there is a material change prior to using those new features, products and services, we will notify you of how we may process your data differently and what additional terms or policies may apply.

This Policy aims to:

  • Ensure that you understand what personal data we collect about you, the reasons why we collect and use it, and who we share it with;

  • Explain the way we use the personal data that you share with us in order to give you the best experience possible when you are using the RealTheory Services; and

  • Explain your rights and choices in relation to the personal data we collect and process about you and how we will protect your privacy.

We hope this helps you to understand our privacy commitments to you. If you have any questions or concerns, please contact us. In the end, it is required that you accept this Privacy Policy as a condition of using the RealTheory websites owned or operated by us, social media, and the RealTheory Cloud Products, and related Support (collectively, “Services”), so if you do not agree, that is ultimately your choice and we fully respect your decision.

This Privacy Policy also explains your choices surrounding how we may use information about you, which include how you can object to certain uses of information about you and how you can access and update certain information about you. If you do not agree with this Privacy Policy, do not access or use our Services or interact with any other aspect of our business. Where we provide the Services under contract with an organization (for example, your employer) that organization controls the information processed by the Services.

If you have any questions or any requests – please contact us:

Your information is controlled by RealTheory Inc. If at any time you have questions about our Privacy Policy or any requests about how your information is handled, you can contact us in the following ways:

RealTheory Inc. (Atlanta Financial Center)
3343 Peachtree Rd NE, Ste. 145-544
Atlanta, GA, 30326
Attn: General Counsel


What information we collect about you:

We collect information about you and we use that information to provide you the best experience possible. Some of the information we collect is provided by you when you register for, use, or interact with our websites, social media, and our Services. We will do the best we can to explain what information we collect in the following sections. You can always contact us if you have questions about what information we collect.

Information we collect about you to Register, Authenticate, and keep your Account Active: When you register for our product, or you accept that registration provided by your employer or your RealTheory account administrator, we must have information about you to set up your profile and fully authenticate your account. This may include identifiable information such as your name, email address, mailing address, phone number, account login, account password, IP address, your age or date of birth, and if you are using a paid version of our product, we will collect all of the necessary information, including information from payment processors to process payment. This includes details such as your credit or debit card billing information, billing address, expiration date, security codes and if necessary your banking details. We need this information so that we can provide services to you.

Information we collect about you to Customize your Account and Improve your User Experience: Providing you with a great personalized experience means we need your data to be part of the process. When you make choices around your account preferences, we use that information to make your engagement with our Services tailored to the best user experience possible. This means we capture and use all of your profile settings and content you provide. This includes such things as your display name, profile photo, job title, employer, and any other information you may choose to provide. We keep track of this information to provide the best experience possible, including in some cases, to manage the security of our Services.

Information we collect about you through our Sales, Marketing, Social Media, Customer Success, and Support channels: If you contact us through any of our communication channels, including but not limited to Sales, Marketing, Social Media, Customer Success, or Support, we retain all of the content and information created during these interactions to ensure we are doing our best to manage your needs and provide you the best experience possible. For example, you may provide us information on how to contact you, what you are interested in, what issues you are having, how urgent your needs are, the best time of day to contact you and you may provide us information such as screenshots, documentation, or other written summaries including links to additional content. You may also provide feedback on our products, or you may provide information to other users, or community users in our forums, and when you choose to engage in our internal and external engagement features and if so, we retain this information to help provide you the best experience possible. This also includes any information gathered through our various interactive features, surveys, contests, promotions, sweepstakes, activities, community forums, or events that you engage in.

We collect and track the information created by your Use of our Websites, Products, and Services: Today’s systems, websites, and technology create a lot of useful information, some of which, you may not be aware of, is being created and captured for retention and improving your overall experience. Most all of this information is collected automatically when you use our websites and Services. For example, when users interact with our Services, metadata is created to provide additional context about the way users work. We log all of this information such as which part of the product you are using, which links you click on, how you are using the product, who you are sharing content with, what you share with other users, and if integrated with RealTheory, what third-party services are used (if any). All of your interactions with RealTheory are engaged over the internet and has the potential to create additional information, such as your IP address, pages visited before or after visiting our websites and Services, browser type, operating system, settings, date and time when Services are used, including plugins, language preferences, cookie data, and crash data. We may use your IP address, country preference, and potentially in combination with any other data we collect in order to approximate your location to provide you with a better Service experience. All this data has the potential to help us improve your overall experience. RealTheory and any of our potential third-party partners, such as advertising and analytics partners, use cookies and other tracking technologies (e.g., web beacons, device identifiers, and pixels) to provide functionality and to recognize you across different Services, websites and devices. For more information, please see our Cookies and Tracking Notice, which includes information on how to control or opt-out of these cookies and tracking technologies.

We receive, collect, and use the data and information provided by Third-Parties, Partners, and Data Providers: We receive information about you from third-party services, social media platforms, public databases, and from our business and channel partners. We may combine this information including physical mailing addresses, job titles, email addresses, phone numbers, intent data (or user behavior data), IP addresses, and social media profiles, with information we collect through other means described above. This data helps us to update and improve our records, identify new customers, create more personalized advertising and suggest services that may be of interest to you. Our Services may allow you and you may choose to, or your administrator may choose to link to or integrate with other third-party products and services. When you or your administrator choose to enable or disable such integrations, these other third-party services or partners may provide us with information and data gathered through your engagement with their products and services that allow us to better engage with our Services. This may include the user name and email address for the authorized user and any additional information that the application has elected to make available to RealTheory to help facilitate the integration. When third-party services are enabled, RealTheory is authorized to connect and access other information that is made available to RealTheory in accordance with our agreement with the third-party provider and any permissions granted by the user (including, by its authorized user(s)). The information we receive when you link or integrate our Services with third-party services depends on the settings, permissions, and privacy policy controlled by that third-party service. You should always check the privacy settings and notices in these third-party services to understand what data may be disclosed to us or shared with our Services.

RealTheory Partners and Other Users may Provide information about you: Our goal is to build our Services in a means that create a very connected and collaborative set of users within your organization, in our communities across all of our customers, and the broader cloud community. At any given time, we may work with a global network of partners who provide consulting, implementation, training, and other services around our products. Some of these partners may also help us to market and promote our products, generate leads for us, and resell our products. We may receive information from these partners, such as billing information, billing and technical contact information, company name, what RealTheory products you have purchased or may be interested in, including any evaluation information you have provided, what events you have attended, and what country you are in. As you engage with our Services, other users of our Services may provide information about you when they submit content through the Services. We may also receive your email address, name, employer, and other information from other Service users, including your administrator, when they provide it in order to invite you to the Services or when your employer or administrator sets you up for specific user roles such as support, billing, or technical contact roles.

How we use information we collect:

RealTheory is a processor of customer data and you and in some cases, your employer or the organization that owns the RealTheory account you are using, are the controller. How we use the information that is provided and gathered is in accordance with the applicable terms in the Services agreement, and in part with the instructions, you have provided us, and as required by applicable law.

As mentioned above, our goal is to provide you and all of our users the best possible experience, and that includes using the collected data and information in a manner that we believe will provide you an experience that meets or exceeds your expectations. We are continuously innovating our processes and use of all forms of data to provide you the optimal experience now and in the future and if we make any material changes to how we use your personal data, we will update you in this Privacy Policy.

RealTheory uses your data in furtherance of our legitimate interests in operating our Services and running our business. More specifically, we use all forms of customer data and information in the following ways:

To perform Registration, Authentication, and Security of our Services: We use your information and information about you to give you access to the RealTheory Services and to authenticate who you are and provide you continued access to the RealTheory Services and among other things, it allows us to process transactions with you and allows us to operate and maintain the Services. This includes us or your administrator managing what access levels you have within the RealTheory Services and including what features, functions, and data you will be able to use or will be denied access to and enabling which transactions you are able to process. It also includes what actions you can or cannot do such as invite other users, change your work environment configurations, access, or share forms of data or engage in other Service changes or interactions with the RealTheory Services. We use provided information to monitor suspicious or fraudulent activity and to identify violations of the RealTheory Services policies.

To Provide what we believe is a Great User Experience: Your productivity and the productivity you have working with your other teammates is important to us. We use the data we collect in a way that we believe will allow you the work-life balance that you are seeking by using RealTheory. We gather data such as data you provide us and including current and historical usage patterns, trends, and analyzing the data and potentially including and combining with other information such as who you engage with and how you work with RealTheory Services all in order to prevent or address service errors, security or technical issues, and provide you the best possible solutions for the tasks you are trying to complete with our Services. This information allows us to determine how to design for and how to provide you what we believe is the best possible user experience for you. We believe how we secure and protect your personal data is the foundation to building and providing you a great user experience.

To Help Improve How We and You Communicate: The information we collect helps us communicate with you, how you communicate with us, and how we help facilitate your communications with your other team members, including your account administrator(s) and other users within your RealTheory account, or others you communicate with across our various community forums or other marketing, website, social media accounts that we manage or the related RealTheory Services you may choose to use. This also includes any administrative communications that are required for Services such as technical, billing, or support related communications and when communicating within the Services may include the use of your name, the organization you work for, your role, and other identifiable information you provided, including pictures of yourself that may be used for identity purposes. We may contact you about anything to do with using our Services and these may include such communications as confirming your purchases, reminding you of subscription milestones, upgrades and expirations, responding to your questions, comments, or any customer success or support related questions you may have, and generally any other outreach that may be necessary for Service updates, security purposes, system alerts and administrative messaging. If we are reaching out to you we are doing so because we believe it is expected and required to provide the level of Services you are expecting us to provide and what we believe will allow you to get the most out of the Services.

To Help us Improve and Provide you with Relevant and Personalized Marketing: Some sort of marketing may have influenced your decision to use the RealTheory Services. We believe that your success with RealTheory includes our ability to provide you relevant, personalized, and well-timed marketing messages to you. This may be marketing delivered through our websites, partners, or third-party websites, by email, social media, or any communication method that you enable or engage with for marketing messages. Of course, when and where applicable, you can choose to opt-out of specific marketing messages on platforms that we control. This does not include messages that we deem as required per the terms of our Services. These types of messages will be required as long as you have an active account with RealTheory Services.

To help us Comply with Applicable Laws, and Regulatory, Legal, and Compliance processes: Legal and regulatory laws are and have been changing on a regular basis. We monitor these changes and as necessary, we must use data in a manner to support these changes, especially all that are required. If information is aggregated or de-identified so that it is no longer reasonably associated with an identified or identifiable natural person, RealTheory may use it for any business purpose yet to the extent information is associated with an identified or identifiable natural person and is protected as personal data under applicable data protection law, it is referred to in this Privacy Policy as “Personal Data” and is managed by the regulatory data protection laws specific to you. Likewise, where we believe it is necessary to protect our legal rights, interests, and interests of others, we may use information about you in connection with matters of this sort.

How we share information we collect:

We are in the business to help you and your teammates be more productive and get more out of every day and what is for sure, we are not in the business of selling your information to advertisers or other third-parties. In order to create the best environment possible, it requires that we share the data we collect in ways to make you successful through better collaboration with other users wherever you may reside. This requires us to share information through our Services and when necessary, with certain third-parties. The following are some of the more specific ways we may share your information:

Sharing with other Service users: When you use the Services, we share certain information about you with other Service users. This is for obvious reasons, such as communicating and collaborating with your other team members, and to facilitate these engagements with other users of our Services, we may need to share the content you provide, including your profile information. This also includes when you engage in our community forums, social media, or third-party sites, whether they are publicly accessible or not, your profile information and what you share in the respective forums may be shared and in some cases may not be deleted even after you terminate your account. We urge you to consider the sensitivity of any information you input into these Services. Ultimately, it is in our sole discretion if we will or will not remove any content from the community forums or social media accounts, websites, or our Services.

Managed accounts and administrators: If you register or access the Services using an email address with a domain that is owned by your employer or organization or associate that email address with your existing account and such organization wishes to establish an account or site, certain information about you including your name, profile picture, contact info, content and past use of your account may become accessible to that organization’s administrator and other Service users sharing the same domain. If you are an administrator for a particular group of users within the Services, we may share your contact information with current or past Service users, for the purpose of facilitating Service-related requests.

Sharing with Third-Parties: We share information with third-parties that help us operate, provide, improve, integrate, customize, support, and market our Services. If a service provider or RealTheory Partner needs to access information about you to perform services on our behalf, they do so under close instruction from us, including policies and procedures designed to protect your information. If you, or your administrator choose to install, link to, or integrate third-party apps within the Services these third-party apps may need information about you to provide services. Doing so may give third-party apps access to your account and information about you like your name and email address, and any content you choose to use in connection with those apps. If you are an administrator or a technical or billing contact listed on an account, we may share your details with the third-party app provider upon installation. Third-party app policies and procedures are not controlled by us, and this Privacy Policy does not cover how third-party apps use your information. We encourage you to review the privacy policies of third-parties before connecting to or using their applications or services to learn more about their privacy and information handling practices. If you object to information about you being shared with these third-parties, please uninstall integration with the app.

Compliance with Enforcement Requests and Applicable Laws; Enforcement of Our Rights: In exceptional circumstances, we may share information about you with a third-party if we believe that sharing is reasonably necessary to (a) comply with any applicable law, regulation, legal process, or governmental request, including to meet national security requirements, (b) enforce our agreements, policies, and terms of service, (c) protect the security or integrity of our products and Services, (d) protect RealTheory, our customers or the public from harm or illegal activities, or (e) respond to an emergency which we believe in good faith requires us to disclose information to assist in preventing the death or serious bodily injury of any person.

Business Transfers: We may share or transfer information we collect under this Privacy Policy in connection with any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company. You will be notified via email and/or a prominent notice on the Services if a transaction takes place, as well as any choices you may have regarding your information.

How we store and secure the information we collect:

Information storage and security: We use industry-standard technical and organizational measures to secure the information we store. While we implement safeguards designed to protect your information, no security system is impenetrable and due to the inherent nature of the Internet, we cannot guarantee that data, during transmission through the Internet or while stored on our systems or otherwise in our care, is absolutely safe from intrusion by others. If the Services are made available to you through an organization (e.g., your employer), we retain your information as long as required, or required by the administrator of your account.

How long we keep information: RealTheory may retain the personal data we collect from you as described in this Privacy Policy for as long as you use our Services or as necessary to fulfill the purpose(s) for which it was collected, provide our Services, resolve disputes, establish legal defenses, conduct audits, pursue our legitimate interests, for our business or commercial purposes, enforce our agreements, and comply with applicable laws. If your account is deactivated or disabled, some of your information and the content you have provided will remain in order to allow your team members or other users to make full use of the Services. For example, we continue to display messages you sent to the users that received them and continue to display the content you provided.

Your privacy rights and how we honor your rights

You have certain rights related to your personal information, and subject to local data protection laws such as GDPR and CCPA. These rights may include:

Your right of access: You can access and review personal information associated with your account at any time by logging into the RealTheory Service that you signed up for and reviewing your account profile. If you are not satisfied for any reason, you may escalate your request to your account administrator or file a request directly with us at

Your right to be informed: You also can request the following information: how we collect and use your personal information and why; the categories of personal information involved; the categories of recipients of your personal information; how we received your personal information and its source; our business purpose for using your personal information; and how long we use or store your personal information or the manner in which we determine relevant retention periods.

Your right to rectification: You have a right to correct inaccurate personal information about you.

Your right to erasure: In certain situations, you can ask that we delete, erase or stop using your personal information (and object to the use of your personal information) or export your personal information to another provider. Certain personal information may be exempt from such requests under applicable law. We need certain types of personal information so that we can provide the Services to you. If you ask us to delete it, you may no longer be able to access or use our product and Services. If you wish to exercise these rights, please contact us at

Your right to restrict processing: Where we rely on your consent to process your personal information, you have the right to decline consent and/or if provided, to withdraw consent at any time. This will not affect the lawfulness of the processing prior to the withdrawal of your consent.

Your right to object: If you are unsatisfied with our response to your request, you have a right to raise questions or complaints with your local data protection authority at any time.

Your right to data portability: the right to request a copy of your personal data in electronic format and the right to transmit that personal data for use in another party's service; and

Your right not to be subject to automated decision-making: the right to not be subject to a decision based solely on automated decision making, including profiling, where the decision would have a legal effect on you or produce a similarly significant effect.

Legal bases for processing (for EEA users):

If you are an individual in the European Economic Area (EEA), we collect and process information about you only where we have legal bases for doing so under applicable EU laws. The legal bases depend on the Services you use and how you use them. This means we collect and use your information only where:

We need it to provide and operate the Services you choose to register for. We need it to provide customer support, personalized features, and to protect the safety and security of the Services for you and every other customer and user; We believe how we use your data satisfies a legitimate interest such as for product and market research and development of new products and services that you may be interested in and to provide personalized marketing to our Services and ultimately to protect our legal rights and interests; and where you have given us consent to do so for a specific purpose; or where we need to process your data to comply with a legal obligation.

If you have consented to our use of information about you for a specific purpose, you have the right to change your mind at any time, but this will not affect any processing that has already taken place. Where we are using your information because we or a third-party (e.g. your employer) have a legitimate interest to do so, you have the right to object to that use though, in some cases, this may mean canceling your subscription and no longer using the Services.

Other important privacy information:

Children's Privacy: Our Services are not designed for and are not marketed to people under the age of 16 (“minors”). We do not knowingly collect or ask for personal information from minors. We do not knowingly allow minors to use our Services. If you are a minor, please do not use our Services or send us your personal information. We delete personal information that we learn is collected from a minor without verified parental consent. Please contact us at if you believe we might have personal information from or about a minor that should be removed from our system.

Notice to End Users: Our products are intended for use by businesses and organizations. Where the Services are made available to you through an organization (e.g. your employer), that organization is the administrator of the Services and is responsible for the accounts and/or Service sites over which it has control. If this is the case, please direct your data privacy questions to your administrator, as your use of the Services is subject to that organization's policies. We are not responsible for the privacy or security practices of an administrator's organization, which may be different than this policy. Please contact your organization or refer to your administrator’s organizational policies for more information.

Changes to our Privacy Policy: We may change this Privacy Policy from time to time. We will post any Privacy Policy changes on this page and, if the changes are significant, we will provide more prominent notice by adding a notice on the Services homepages, login screens, notice through your RealTheory account or by sending you an email notification. We will also keep prior versions of this Privacy Policy in an archive for your review. We encourage you to review our privacy policy whenever you use the Services to stay informed about our information practices and the ways you can help protect your privacy. If you disagree with any changes to this Privacy Policy, you will need to stop using the Services and deactivate your account(s), as outlined above.

Have a great day! RealTheory

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