Effective: August 25th, 2024 Small Business Web Solutions, Inc. dba BlueDot (“BlueDot”) has created this Privacy Policy in order to inform you of our commitment to privacy and to describe our policies for the collection, use, and disclosure of personal information that may be collected by BlueDot when you visit our websites or use our software products, applications, subscriptions, and cloud services (collectively “Service”). BlueDot respects your privacy and is committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and use our Service, and tell you about your privacy rights. BlueDot is a technology company that provides immigration case and forms management software services to the immigration legal industry. We collect the following types of personal data about our clients: (1) name, company, address, phone number, and email address; (2) customer billing information (including credit card information, contact name, billing address, and email address); (3) domain name and internet protocol (IP) addresses; (4) usernames, passwords, and authentication information; (5) transaction data about the services purchased from us; (6) user-specific and aggregate information on areas of the website accessed and the services used; and (7) preferences in receiving marketing from us. Way may use this information to: (1) provide services to our clients; (2) creating client accounts; (3) billing; and (4) identification and authentication. This information is not shared with third parties except those acting as our agents. We may collect the following types of personal data about our visitors: (1) name, company name, website, email, and phone number; (2) number of potential users of our product/services; (3) how the visitor heard about BlueDot; and (4) what products/services the visitor is looking for. We may use this information to: (1) contact visitors who are interested in our products/services; and (2) provide a demo of our product/services to the visitor. This information is not shared with third parties except those that act as our agents. Because our products and services include forms management software, we provide an environment where personal data is collected by our clients. Our clients may collect personal information including names, addresses, phone numbers, and email addresses. Note that we have no control over the ways in which our clients use personal data, but we provided tools to which to protect such data on our forms management software and services. 1. IMPORTANT INFORMATION AND WHO WE ARE a. Purpose of this privacy policy This privacy policy aims to give you information on how BlueDot collects and processes your personal data through your use of the Service, including any data you may provide through this website when you sign up to our newsletter, and/or purchase a product or service. This website is not intended for children and we do not knowingly collect data relating to children. It is important that you read this privacy policy together with any other privacy policy or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements the other policies and is not intended to override them. b. Contacting BlueDot and Controller BlueDot is the controller and responsible for your personal data. If you have any questions about this privacy statement, the practices of this site, or your dealings with this site, you can contact the Data Protection Officer at the following address and email: Data Protection Officer and Controller BlueDot 2202 N. West Shore Blvd Suite 200 Tampa, FL 33607 privacy@bluedot.pro c. Changes to the privacy policy and your duty to inform us of changes This version was last updated on May 25, 2018 and historic versions can be obtained by contacting us. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us. d. Third-party links This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit. 2. THE DATA WE COLLECT ABOUT YOU Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows: • Identity Data includes first name, last name, business name, username or similar identifier, and title. • Contact Data includes billing address, delivery address, email address and telephone numbers. • Financial Data includes your payment information. • Transaction Data includes details about payments to and from you and other details of the Services you have purchased from us. • Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website. • Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses. • Usage Data includes information about how you use our website, products and services. • Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences. We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy. We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences. a. If you fail to provide personal data Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time. 3. HOW IS YOUR PERSONAL DATA COLLECTED? We use different methods to collect data from and about you including through: • Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you: o apply for our Services; o create an account on our website; o subscribe to our Service; o request marketing to be sent to you; or o give us some feedback. • Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies. Please see our cookie policy below for further details. • Third parties. We may receive personal data about you from various third parties as set out below: o Google AdWords 4. HOW WE USE YOUR PERSONAL DATA We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances: • Where we need to perform the contract we are about to enter into or have entered into with you. • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. • Where we need to comply with a legal or regulatory obligation. Generally, we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email. You have the right to withdraw consent to marketing at any time by contacting us. a. Purposes for which we will use your personal data We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below. Purpose/Activity Type of data Lawful basis for processing including basis of legitimate interest To register you as a new customer (a) Identity (b) Contact Performance of a contract with you To process and deliver your order including: (a) Manage payments, fees and charges (b) Collect and recover money owed to us (a) Identity (b) Contact (c) Financial (d) Transaction (e) Marketing and Communications (a) Performance of a contract with you (b) Necessary for our legitimate interests (to recover debts due to us) To manage our relationship with you which will include: (a) Notifying you about changes to our terms or privacy policy (b) Asking you to leave a review or take a survey (a) Identity (b) Contact (c) Profile (d) Marketing and Communications (a) Performance of a contract with you (b) Necessary to comply with a legal obligation (c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services) To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) (a) Identity (b) Contact (c) Technical (a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganization or group restructuring exercise) (b) Necessary to comply with a legal obligation To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you (a) Identity (b) Contact (c) Profile (d) Usage (e) Marketing and Communications (f) Technical Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy) To use data analytics to improve our website, products/services, marketing, customer relationships and experiences (a) Technical (b) Usage Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy) To make suggestions and recommendations to you about goods or services that may be of interest to you (a) Identity (b) Contact (c) Technical (d) Usage (e) Profile Necessary for our legitimate interests (to develop our products/services and grow our business) b. Marketing We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. We have established the following data control mechanisms: i. Promotional offers from us We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing). You will receive marketing communications from us if you have requested information from us or purchased Services from us and, in each case, you have not opted out of receiving that marketing. ii. Third-party marketing We do not share your personal data with any third-party companies for marketing purposes. iii. Opting out You can ask us to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting us at any time. Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of Services purchased. iv. Cookies A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer's hard drive. We use the following cookies: • Strictly necessary cookies. These are cookies that are required for the operation of our website and Service. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services. These cookies are also intended to prevent fraud, protect your data from unauthorized parties, and comply with legal requirements. • Analytical/performance cookies. They allow us to recognize and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily. • Functionality cookies. These are used to make the Service work the way you expect, i.e., the cookie saves your settings and provides customizable and personalized services. These cookies do not enable third parties to access any of your customer information. • Targeting cookies. These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose. Please note that third parties (including, for example, advertising networks and providers of external services like web traffic analysis services) may also use cookies, over which we have no control. These cookies are likely to be analytical/performance cookies or targeting cookies. You block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site and/or Services. c. Change of purpose We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law. 5. DISCLOSURES OF YOUR PERSONAL DATA We may have to share your personal data with the following third parties for the purposes set out in the table in paragraph 4 above: • Google AdWords • Stripe • Microsoft (Office and other products) • Google Suite • Quick! (Efficient Technology, Inc.) • SendGrid • Freshdesk • Zoom • Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy. We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions. BlueDot may disclose personal information in response to lawful requests by public authorities, including to meet national security or law enforcement requirements. PRIVACY POLOCY REGARDING AI AND MACHINE LEARNING 1. Use of Google User Data for AI/ML Development and Improvement. We do not use any Google user data for developing, improving, or training any AI and/or machine learning (ML) models, whether personalized or generalized. Our app strictly utilizes user data only for its intended operational purposes and not for any form of AI/ML model training. 2. Google Workspace APIs. Our app does not use Google Workspace APIs for developing, improving, or training any AI/ML models. The data accessed via Google Workspace APIs is used solely for the purposes outlined in our app's functionality and to enhance user experience, with no data being utilized for AI/ML model training of any kind. 3. Transfer of Google User Data to Third-Party AI Tools. We do not transfer any Google user data to third-party AI tools for the development, improvement, or training of AI/ML models. Any data shared with third-party AI tools is strictly for providing the specific services and functionalities within our app, without any use in AI/ML model training. 6. NOTICE TO EUROPEAN USERS Please note that the information you enter on the site, for the Service, or otherwise provided to BlueDot may be transferred outside of the European Economic Area, for purposes of processing, by BlueDot, a company located in Tampa, Florida, U.S.A., or BlueDot’s subsidiaries or divisions, or authorized partners, located worldwide, in order to provide this site and the Service to you. BlueDot complies with the EU-U.S. Privacy Shield Framework and Swiss-U.S. Privacy Shield Framework as set forth by the U.S. Department of Commerce regarding the collection, use, and retention of personal information transferred from the European Union and Switzerland to the United States. BlueDot has certified to the Department of Commerce that it adheres to the Privacy Shield Principles. If there is any conflict between the terms in this privacy policy and the Privacy Shield Principles, the Privacy Shield Principles shall govern. To learn more about the Privacy Shield program, and to view our certification, please visit https://www.privacyshield.gov/ In compliance with the Privacy Shield Principles, BlueDot commits to resolve complaints about our collection or use of your personal information. EU and Swiss individuals with inquiries or complaints regarding our Privacy Shield policy should first contact BlueDot at: Data Protection Officer and Controller BlueDot 2202 N. West Shore Blvd Suite 200 Tampa, FL 33607 privacy@bluedot.pro BlueDot has further committed to cooperate with the panel established by the EU data protection authorities (DPAs) and the Swiss Federal Data Protection and Information Commissioner (FDPIC) with regard to unresolved Privacy Shield complaints concerning human resources data transferred from the EU and Switzerland in the context of the employment relationship. BlueDot’s adherence to the Privacy Shield policies are subject to the investigatory and enforcement powers of the United States Federal Trade Commission. BlueDot is potentially liable in cases of onward transfer to third parties of data of EU or Swiss individuals received pursuant to the EU-US and Swiss-US Privacy Shield, respectively. Under certain conditions, more fully described on the Privacy Shield website (www.privacyshield.gov), you may be entitled to invoke binding arbitration when other dispute resolution procedures have been exhausted. The U.S. statutory body that has jurisdiction to investigate claims against BlueDot is the Federal Trade Commission (“FTC”). 7. DATA SECURITY We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorized way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so. 8. DATA RETENTION We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorized use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. In some circumstances you can ask us to delete your data: see below for further information. In some circumstances we may anonymize your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you. 9. YOUR LEGAL RIGHTS Under certain circumstances, you have rights under data protection laws in relation to your personal data to do the following: • Request access to your personal data. This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it. • Request correction of your personal data. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us. • Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request. • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms. • Request restriction of processing your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it. • Request transfer of your personal data. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you. • Right to withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent. If you wish to exercise any of the rights set out above, please contact us. a. No fee usually required You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances. b. What we may need from you We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response. c. Time limit to respond We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated. 10. Privacy Policy for Mobile Messaging Data Collection and Use We collect your mobile phone number and other contact details to send you important updates regarding your case status, document requests, meeting reminders, and other notifications directly related to the services we provide. This information is collected with your consent and is used solely for the purposes of communication and case management. Opt-In and Opt-Out By providing your mobile phone number, you consent to receive messages from us as part of our service. You may opt out of these communications at any time by contacting your Law Firm liaison. Data Privacy and Security We are committed to protecting the privacy and security of your personal information. We do not share your mobile phone number with any third parties without your consent, except as necessary to provide our services or as required by law. All messages are sent in compliance with applicable privacy regulations, including the Telephone Consumer Protection Act (TCPA) and SOC2. Policy Updates We may update this policy as needed to comply with regulatory changes or improve our privacy practices. We will notify you of significant changes and update the date at the top of this policy. For any questions or concerns regarding this policy, please contact us at security@bdot.ai. 11. GLOSSARY “Legitimate Interest” means the interest of our business in conducting and managing our business to enable us to give you the best Service and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us. “Comply with a legal or regulatory obligation” means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.
Effective: August 25th, 2024
Small Business Web Solutions, Inc. dba BlueDot (“BlueDot”) has created this Privacy Policy in order to inform you of our commitment to privacy and to describe our policies for the collection, use, and disclosure of personal information that may be collected by BlueDot when you visit our websites or use our software products, applications, subscriptions, and cloud services (collectively “Service”). BlueDot respects your privacy and is committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and use our Service, and tell you about your privacy rights. BlueDot is a technology company that provides immigration case and forms management software services to the immigration legal industry. We collect the following types of personal data about our clients: (1) name, company, address, phone number, and email address; (2) customer billing information (including credit card information, contact name, billing address, and email address); (3) domain name and internet protocol (IP) addresses; (4) usernames, passwords, and authentication information; (5) transaction data about the services purchased from us; (6) user-specific and aggregate information on areas of the website accessed and the services used; and (7) preferences in receiving marketing from us. Way may use this information to: (1) provide services to our clients; (2) creating client accounts; (3) billing; and (4) identification and authentication. This information is not shared with third parties except those acting as our agents. We may collect the following types of personal data about our visitors: (1) name, company name, website, email, and phone number; (2) number of potential users of our product/services; (3) how the visitor heard about BlueDot; and (4) what products/services the visitor is looking for. We may use this information to: (1) contact visitors who are interested in our products/services; and (2) provide a demo of our product/services to the visitor. This information is not shared with third parties except those that act as our agents. Because our products and services include forms management software, we provide an environment where personal data is collected by our clients. Our clients may collect personal information including names, addresses, phone numbers, and email addresses. Note that we have no control over the ways in which our clients use personal data, but we provided tools to which to protect such data on our forms management software and services. 1. IMPORTANT INFORMATION AND WHO WE ARE
a. Purpose of this privacy policy This privacy policy aims to give you information on how BlueDot collects and processes your personal data through your use of the Service, including any data you may provide through this website when you sign up to our newsletter, and/or purchase a product or service. This website is not intended for children and we do not knowingly collect data relating to children. It is important that you read this privacy policy together with any other privacy policy or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements the other policies and is not intended to override them. b. Contacting BlueDot and Controller BlueDot is the controller and responsible for your personal data. If you have any questions about this privacy statement, the practices of this site, or your dealings with this site, you can contact the Data Protection Officer at the following address and email: Data Protection Officer and Controller BlueDot 2202 N. West Shore Blvd Suite 200 Tampa, FL 33607 privacy@bluedot.pro c. Changes to the privacy policy and your duty to inform us of changes This version was last updated on May 25, 2018 and historic versions can be obtained by contacting us. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us. d. Third-party links This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.
2. THE DATA WE COLLECT ABOUT YOU Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows: • Identity Data includes first name, last name, business name, username or similar identifier, and title. • Contact Data includes billing address, delivery address, email address and telephone numbers. • Financial Data includes your payment information. • Transaction Data includes details about payments to and from you and other details of the Services you have purchased from us. • Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website. • Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses. • Usage Data includes information about how you use our website, products and services. • Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy. We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences. a. If you fail to provide personal data Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
3. HOW IS YOUR PERSONAL DATA COLLECTED? We use different methods to collect data from and about you including through: • Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you: o apply for our Services; o create an account on our website; o subscribe to our Service; o request marketing to be sent to you; or o give us some feedback. • Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies. Please see our cookie policy below for further details. • Third parties. We may receive personal data about you from various third parties as set out below: o Google AdWords
4. HOW WE USE YOUR PERSONAL DATA We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances: • Where we need to perform the contract we are about to enter into or have entered into with you. • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. • Where we need to comply with a legal or regulatory obligation. Generally, we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email. You have the right to withdraw consent to marketing at any time by contacting us. a. Purposes for which we will use your personal data We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
Purpose/Activity
Type of data
Lawful basis for processing including basis of legitimate interest
To register you as a new customer
(a) Identity (b) Contact
Performance of a contract with you
To process and deliver your order including: (a) Manage payments, fees and charges (b) Collect and recover money owed to us
(a) Identity (b) Contact (c) Financial (d) Transaction (e) Marketing and Communications
(a) Performance of a contract with you (b) Necessary for our legitimate interests (to recover debts due to us)
To manage our relationship with you which will include: (a) Notifying you about changes to our terms or privacy policy (b) Asking you to leave a review or take a survey
(a) Identity (b) Contact (c) Profile (d) Marketing and Communications
(a) Performance of a contract with you (b) Necessary to comply with a legal obligation (c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services)
To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)
(a) Identity (b) Contact (c) Technical
(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganization or group restructuring exercise) (b) Necessary to comply with a legal obligation
To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you
(a) Identity (b) Contact (c) Profile (d) Usage (e) Marketing and Communications (f) Technical
Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences
(a) Technical (b) Usage
Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)
To make suggestions and recommendations to you about goods or services that may be of interest to you
(a) Identity (b) Contact (c) Technical (d) Usage (e) Profile
Necessary for our legitimate interests (to develop our products/services and grow our business)
b. Marketing We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. We have established the following data control mechanisms: i. Promotional offers from us We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing). You will receive marketing communications from us if you have requested information from us or purchased Services from us and, in each case, you have not opted out of receiving that marketing. ii. Third-party marketing We do not share your personal data with any third-party companies for marketing purposes. iii. Opting out You can ask us to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting us at any time. Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of Services purchased. iv. Cookies A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer's hard drive. We use the following cookies: • Strictly necessary cookies. These are cookies that are required for the operation of our website and Service. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services. These cookies are also intended to prevent fraud, protect your data from unauthorized parties, and comply with legal requirements. • Analytical/performance cookies. They allow us to recognize and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily. • Functionality cookies. These are used to make the Service work the way you expect, i.e., the cookie saves your settings and provides customizable and personalized services. These cookies do not enable third parties to access any of your customer information. • Targeting cookies. These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose. Please note that third parties (including, for example, advertising networks and providers of external services like web traffic analysis services) may also use cookies, over which we have no control. These cookies are likely to be analytical/performance cookies or targeting cookies. You block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site and/or Services. c. Change of purpose We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
5. DISCLOSURES OF YOUR PERSONAL DATA We may have to share your personal data with the following third parties for the purposes set out in the table in paragraph 4 above: • Google AdWords • Stripe • Microsoft (Office and other products) • Google Suite • Quick! (Efficient Technology, Inc.) • SendGrid • Freshdesk • Zoom • Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy. We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions. BlueDot may disclose personal information in response to lawful requests by public authorities, including to meet national security or law enforcement requirements.
PRIVACY POLOCY REGARDING AI AND MACHINE LEARNING 1. Use of Google User Data for AI/ML Development and Improvement. We do not use any Google user data for developing, improving, or training any AI and/or machine learning (ML) models, whether personalized or generalized. Our app strictly utilizes user data only for its intended operational purposes and not for any form of AI/ML model training. 2. Google Workspace APIs. Our app does not use Google Workspace APIs for developing, improving, or training any AI/ML models. The data accessed via Google Workspace APIs is used solely for the purposes outlined in our app's functionality and to enhance user experience, with no data being utilized for AI/ML model training of any kind. 3. Transfer of Google User Data to Third-Party AI Tools. We do not transfer any Google user data to third-party AI tools for the development, improvement, or training of AI/ML models. Any data shared with third-party AI tools is strictly for providing the specific services and functionalities within our app, without any use in AI/ML model training.
6. NOTICE TO EUROPEAN USERS Please note that the information you enter on the site, for the Service, or otherwise provided to BlueDot may be transferred outside of the European Economic Area, for purposes of processing, by BlueDot, a company located in Tampa, Florida, U.S.A., or BlueDot’s subsidiaries or divisions, or authorized partners, located worldwide, in order to provide this site and the Service to you. BlueDot complies with the EU-U.S. Privacy Shield Framework and Swiss-U.S. Privacy Shield Framework as set forth by the U.S. Department of Commerce regarding the collection, use, and retention of personal information transferred from the European Union and Switzerland to the United States. BlueDot has certified to the Department of Commerce that it adheres to the Privacy Shield Principles. If there is any conflict between the terms in this privacy policy and the Privacy Shield Principles, the Privacy Shield Principles shall govern. To learn more about the Privacy Shield program, and to view our certification, please visit https://www.privacyshield.gov/ In compliance with the Privacy Shield Principles, BlueDot commits to resolve complaints about our collection or use of your personal information. EU and Swiss individuals with inquiries or complaints regarding our Privacy Shield policy should first contact BlueDot at: Data Protection Officer and Controller BlueDot 2202 N. West Shore Blvd Suite 200 Tampa, FL 33607 privacy@bluedot.pro BlueDot has further committed to cooperate with the panel established by the EU data protection authorities (DPAs) and the Swiss Federal Data Protection and Information Commissioner (FDPIC) with regard to unresolved Privacy Shield complaints concerning human resources data transferred from the EU and Switzerland in the context of the employment relationship. BlueDot’s adherence to the Privacy Shield policies are subject to the investigatory and enforcement powers of the United States Federal Trade Commission. BlueDot is potentially liable in cases of onward transfer to third parties of data of EU or Swiss individuals received pursuant to the EU-US and Swiss-US Privacy Shield, respectively. Under certain conditions, more fully described on the Privacy Shield website (www.privacyshield.gov), you may be entitled to invoke binding arbitration when other dispute resolution procedures have been exhausted. The U.S. statutory body that has jurisdiction to investigate claims against BlueDot is the Federal Trade Commission (“FTC”).
7. DATA SECURITY We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorized way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
8. DATA RETENTION We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorized use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. In some circumstances you can ask us to delete your data: see below for further information. In some circumstances we may anonymize your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
9. YOUR LEGAL RIGHTS Under certain circumstances, you have rights under data protection laws in relation to your personal data to do the following: • Request access to your personal data. This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it. • Request correction of your personal data. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us. • Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request. • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms. • Request restriction of processing your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it. • Request transfer of your personal data. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you. • Right to withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent. If you wish to exercise any of the rights set out above, please contact us. a. No fee usually required You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances. b. What we may need from you We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response. c. Time limit to respond We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
10. Privacy Policy for Mobile Messaging Data Collection and Use We collect your mobile phone number and other contact details to send you important updates regarding your case status, document requests, meeting reminders, and other notifications directly related to the services we provide. This information is collected with your consent and is used solely for the purposes of communication and case management. Opt-In and Opt-Out By providing your mobile phone number, you consent to receive messages from us as part of our service. You may opt out of these communications at any time by contacting your Law Firm liaison. Data Privacy and Security We are committed to protecting the privacy and security of your personal information. We do not share your mobile phone number with any third parties without your consent, except as necessary to provide our services or as required by law. All messages are sent in compliance with applicable privacy regulations, including the Telephone Consumer Protection Act (TCPA) and SOC2. Policy Updates We may update this policy as needed to comply with regulatory changes or improve our privacy practices. We will notify you of significant changes and update the date at the top of this policy. For any questions or concerns regarding this policy, please contact us at security@bdot.ai.
11. GLOSSARY “Legitimate Interest” means the interest of our business in conducting and managing our business to enable us to give you the best Service and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us. “Comply with a legal or regulatory obligation” means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.