Privacy Policy

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.
7778 McGinnis Ferry Rd, Ste. 238
Suwanee, GA 30024
Attn: General Counsel
E-Mail: Privacy@RealTheory.io

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. 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, such as 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: 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 includes such things as your display name, profile photo, job title, employer, and any other information you may choose to provide, 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, we retain the content and information created during these interactions to manage your needs and provide you the best experience possible. This includes how to contact you, your interests, issues you are having, urgency, and information such as screenshots, documentation, or written summaries, as well as information gathered through interactive features, surveys, contests, promotions, community forums, or events you engage in.

We collect and track the information created by your Use of our Websites, Products, and Services: Most of this information is collected automatically when you use our websites and Services. When users interact with our Services, metadata is created to provide additional context about the way users work. We log 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, and which third-party services are integrated. Your interactions over the internet may also create information such as your IP address, pages visited, browser type, operating system, settings, date and time of use, plugins, language preferences, cookie data, and crash data. We may use your IP address and country preference to approximate your location to provide a better Service experience. RealTheory and our third-party analytics partners use cookies and similar technologies to provide functionality and to recognize you across Services, websites and devices. For more information, please see our Cookies and Tracking Notice, which includes how to control or opt out of these 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 – such as mailing addresses, job titles, email addresses, phone numbers, intent data, IP addresses, and social media profiles – with information we collect through other means to update and improve our records, identify new customers, and suggest services that may be of interest to you. Where you or your administrator enable integrations with third-party products and services, those providers may share information with us in accordance with our agreement with the provider and the permissions granted by the user.

RealTheory Partners and Other Users may Provide information about you: We may work with a global network of partners who provide consulting, implementation, training, marketing, lead generation, and resale services. We may receive information from these partners, such as billing and technical contact information, company name, products purchased or of interest, evaluation information, events attended, and country. Other users of our Services may also provide information about you when they submit content through the Services or when your administrator sets you up for specific 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, 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. We are continuously improving our Services and, subject to the limitations in the "Artificial Intelligence and Model Training" section below and in our Cloud Terms of Service, we use the data we collect to do so. 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 customer data and information in the following ways:

To perform Registration, Authentication, and Security of our Services: We use your information to give you access to the RealTheory Services, to authenticate who you are, to process transactions, and to operate and maintain the Services, including managing access levels and monitoring for suspicious or fraudulent activity and policy violations.

To Provide what we believe is a Great User Experience: We use the data we collect – including current and historical usage patterns and trends – to prevent or address service errors, security or technical issues, and to provide the best possible solutions for the tasks you are trying to complete with our Services, and to design the best possible user experience for you.

To Help Improve How We and You Communicate: The information we collect helps us communicate with you and facilitate your communications with your team members, administrators, and other users, including administrative communications for technical, billing, support, security, and system-alert purposes.

To Help us Improve and Provide you with Relevant and Personalized Marketing: We use information to provide relevant, personalized, and well-timed marketing, delivered through our websites, partners, email, or social media. Where applicable, you can opt out of specific marketing messages on platforms we control. This does not include messages we deem required per the terms of our Services.

To help us Comply with Applicable Laws, and Regulatory, Legal, and Compliance processes: We use data as necessary to comply with applicable legal and regulatory requirements. 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; to the extent information is associated with an identified or identifiable natural person and protected under applicable data protection law, it is "Personal Data" and is managed under the regulatory data protection laws specific to you. We may also use information about you where necessary to protect our legal rights and interests and those of others.

Artificial Intelligence and Model Training: RealTheory uses machine learning and analytics to operate and provide the Services, including to analyze a customer's own environment and generate recommendations, insights, and automated actions for that customer. RealTheory will not use Customer Data, prompts, or Platform outputs to train or improve its machine-learning models for the benefit of other customers without the customer's prior written consent. RealTheory may collect and use aggregated, de-identified operational and performance metrics – which do not identify any customer, end user, or workload – to operate, secure, benchmark, and improve the Services. This is consistent with our Cloud Terms of Service.

Automation Features: Certain Services include automation capabilities that are disabled by default. Where a customer enables and configures an automation capability, RealTheory processes the customer's environment, configuration, and operational data as necessary to perform the actions the customer has authorized, within the scope and parameters the customer configures. The customer controls whether automation is enabled and its scope. For more information, see our Cloud Terms of Service.

How we share information we collect

We are not in the business of selling your information to advertisers or other third-parties. We share the data we collect in the following ways:

Sharing with other Service users: When you use the Services, we share certain information about you with other Service users to enable communication and collaboration, including content and profile information you provide. Content you share in community forums, social media, or third-party sites may be visible to others and may not be deleted even after you terminate your account.

Managed accounts and administrators: If you register or access the Services using an email address with a domain owned by your employer or organization, 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 users sharing the same domain.

Sharing with Third-Parties: We share information with third-parties that help us operate, provide, improve, integrate, customize, support, and market our Services, under instructions and protections designed to safeguard your information. If you or your administrator install or integrate third-party apps, those apps may require information about you to provide services; their practices are not controlled by this Privacy Policy.

Compliance with Enforcement Requests and Applicable Laws; Enforcement of Our Rights: In exceptional circumstances, we may share information about you with a third-party where reasonably necessary to comply with applicable law or legal process, enforce our agreements and terms, protect the security or integrity of our Services, protect RealTheory, our customers, or the public from harm, or respond to an emergency.

Business Transfers: We may share or transfer information in connection with any merger, sale of company assets, financing, or acquisition. You will be notified via email and/or a prominent notice on the Services if such a transaction takes place.

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 is absolutely safe from intrusion. If the Services are made available to you through an organization (e.g., your employer), we retain your information as long as required by the administrator of your account.

How long we keep information: RealTheory may retain the personal data we collect for as long as you use our Services or as necessary to fulfill the purposes for which it was collected, provide our Services, resolve disputes, establish legal defenses, conduct audits, pursue our legitimate interests, enforce our agreements, and comply with applicable laws. If your account is deactivated, some information and content may remain to allow other users to make full use of the Services.

Your privacy rights and how we honor your rights

You have certain rights related to your personal information, 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 in, or by contacting us at Privacy@RealTheory.io.

Your right to be informed: You can request information about how we collect and use your personal information and why, the categories involved, the recipients, the source, our business purpose, and our 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, or export it to another provider. Certain personal information may be exempt under applicable law, and some is necessary to provide the Services.

Your right to restrict processing: Where we rely on your consent, you have the right to decline or withdraw consent at any time, without affecting the lawfulness of processing prior to withdrawal.

Your right to object: If you are unsatisfied with our response, you may raise questions or complaints with your local data protection authority.

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

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

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 under applicable EU laws. We collect and use your information where: we need it to provide and operate the Services you register for, to provide support and personalized features, and to protect the safety and security of the Services; we have a legitimate interest such as product research and development and personalized marketing, and to protect our legal rights; where you have given consent for a specific purpose; or where we need to comply with a legal obligation. Where you have consented, you may withdraw consent at any time, without affecting processing already carried out.

Other important privacy information

Children's Privacy: Our Services are not designed for or marketed to people under the age of 16 ("minors"). We do not knowingly collect personal information from minors. If you believe we might have personal information from or about a minor, please contact us at Privacy@RealTheory.io.

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 and is responsible for the accounts and Service sites over which it has control. Please direct data privacy questions to your administrator, as your use of the Services is subject to that organization's policies.

Changes to our Privacy Policy: We may change this Privacy Policy from time to time. We will post any changes on this page and, if the changes are significant, provide more prominent notice. We will keep prior versions in an archive for your review. We encourage you to review this policy whenever you use the Services.

Have a great day! — RealTheory