Privacy Policy

For the most current information about what we record and don’t record, please visit our Privacy Page.

1. Introduction

This privacy policy (this "Privacy Policy") describes how Highlight US Inc. ("Highlight AI," "we," "us," or "our") may collect, use, store, disclose, process, and transfer your personal information through your access to or use of our products and services, including those at https://highlightai.com/ as well as any subdomains, website of ours that links to this Privacy Policy, related websites, mobile and desktop applications, and other offerings (collectively, the "Services").

This Privacy Policy applies when you use or access the Services or share information with Highlight AI. By accessing or using the Services and/or opting into this Privacy Policy (as applicable in your jurisdiction), you consent to this Privacy Policy. Highlight AI may update this Privacy Policy at any time. If you do not consent to this Privacy Policy for any reason, please do not access or use the Services or share your information with us. This Privacy Policy applies only to the Services and not to any Generative AI Products (as defined below) or other third-party website linked to or from it. We do not control the privacy policies or practices of others.

This Privacy Policy does not apply to the extent we process personal information in the role of a processor or service provider on behalf of our customers. In that context, our customers are the controllers, and our processing of that personal information is governed by our applicable customer contracts.

Our Services are constantly evolving, and this Privacy Policy will change also. We will notify you of any changes by posting the new Privacy Policy on this page. Your continued use of the Services following the posting of such changes will be deemed your acceptance of those changes, unless additional consent is required. We encourage you to review this Privacy Policy periodically for any changes.

2. Information We Collect and For What Purpose

We receive and collect certain types of information you provide via, or that is generated through, the Services so that we can provide, maintain, and improve the Services. Here is what we collect, why we collect it, and how we handle it:

Personal Information. To create and manage your account, we may collect details like your email address, phone number, or credentials. This enables you to save your chat history, manage your content, personalize your experience, and enables us to provide support.

Commercial, Financial, and Payment Data. If you purchase certain tiers of the Services or in connection with certain functionalities of the Services, we may collect details like your consumer profile. We may also collect payment information, such as your payment card type, the last 4 digits and expiration date of your card number and your billing address.

Device/IP, Web Analytics, and Sensory Data. We may collect device, IP, and web analytics data when you visit our site. For example, we may collect your IP address, domain server, browser type, search history, web page interactions, browsing activity, and related information. When you download and use the Services, we may collect additional information about your device and software environment (like your operating system) to ensure compatibility and enhance support. We may collect data about how you use the Services, such as feature interactions and crash logs, to improve performance and reliability. With your permission and after you have enabled these features in your operating system settings and in the Services, we may keep text-based representations of screenshots and audio data collected from your device. We use this information to automatically detect tasks, create audio transcripts, and provide other functions through the Services. We do not continuously record your screen, record any video whatsoever, retain any raw audio data, or store your screen and audio data by default. We will not store raw audio data but only text-based representation of them. Similarly, we will only store text-based representation of screenshot images when you have enabled that functionality. You can disable these features at any time through the Services or your operating system settings.

Screen and Audio Data. With your permission, and after you enable these features in your operating system settings and in the Services, we may retain and use text-based representation of screenshots and audio data to provide features such as automatic task detection, screen-activity insights, meeting transcription, and meeting summaries. We do not continuously record your screen and do not capture video.

Screen Data. When enabled, the Services capture screenshots only of the applications you have permitted (through an allow list and/or deny list) — not your entire screen, and never video. Captured screenshots are processed using summarization so the Services can detect tasks and generate screen-activity insights. Screenshots are uploaded for processing and retained only temporarily and are deleted shortly after processing; the AI-generated descriptions of your screen activity may be retained to provide the Services. You can disable screen capture at any time through the Services or your operating system settings.

Audio and Meetings. The Services include meeting-assistant and transcription features. When enabled, meetings are transcribed automatically. Recordings and transcripts may contain your personal information and the personal information of other meeting participants. You can disable these features at any time through the Services or your operating system settings.

Attachments. If you ask the Services to review a document or other attachment, web page, application page, or other similar external file or element (collectively, "Attachments"), we may collect text, images, meta data, embedded data, or other data linked to or associated with the Attachment, including data that may be hidden or that you might not be aware of. This can include data such as the demographics of an author of a document, version history information and text, and other similar elements.

Connections Data or Social Networks. If you connect the Services to other apps or services, we may collect information related to your use of those apps or services, such as login and account information or credentials, information accessible through those apps or services, and demographic or personal information associated with your use of those apps or services. If you join any of our community forums such as Discord, we may collect information about you that you share through that platform.

Inferences Drawn from Other Personal Data Collected. We may use the data we've collected about you to draw inferences about you, including details like your user attributes or user behaviors.

Connected Accounts

When you connect a third-party account, we fetch content, summarize it using AI, and store it in our search and indexing infrastructure on an ongoing basis, including in the background, so that features such as search, summaries, and suggested actions can use it. If you connect an email provider account, we may sync and store your contacts, including auto-collected contacts (for example, people you have interacted with but have not manually added). This means we may hold personal information about individuals who are not Highlight AI users. You can disconnect a connected account at any time through the Services.

We use the contents of your interactions with the Services (including prompts, responses, transcripts, and connected-account content) to provide and personalize features — for example, to generate titles, summaries, suggested actions, meeting notes, and briefs. Unless you enable incognito mode or disable telemetry, we also use this content to operate, improve, debug, and secure the Services, including through service providers, such as our observability provider, which receives AI interaction content for quality-assurance and debugging purposes. We do not use your content to train our own or any third party's artificial intelligence or machine-learning models.

3. How We Collect Your Information

We may use cookies, log files, web beacons, device identifiers, advertising identifiers, session replay technologies, and similar tracking technologies, including those from third-party service providers like Google Analytics, Google Tag Manager, Amplitude, Meta (Facebook), and Microsoft advertising pixels, and other cloud-based tools, to automatically collect your preferences, performance data, and information about your web usage when you visit the Services. For example, we may collect your IP address, device and Internet service provider information, and Web browser details. We may also collect information about your online activity, such as pages viewed and interactions with other users. This may include collecting geolocation signals from your IP address or device settings to determine your location. By collecting and using this information, we may operate and personalize the Services for you and may also combine this data with other information we have collected about you. For more information on how we use cookies, please see the “Cookies” section below.

The Services are not designed to recognize or respond to “do not track” signals received from browsers. You can control the information collected by such tracking technologies, or be alerted when cookies are sent, by adjusting the settings on your internet browser or devices, but such adjustments may affect or disable certain functionality of the Services. You can learn more about Google Analytics and your options for opting out of interest-based Google ads at https://adssettings.google.com. You can learn more about targeted ads and your ability to opt out of receiving interest-based ads at optout.aboutads.info and www.networkadvertising.org/choices.

Sensitive Information. Highlight AI does not intentionally collect any sensitive personal information through our Services. However, due to the nature of our Services, we may inadvertently collect sensitive information through screenshots or audio data. We recommend that you temporarily disable our Services when accessing sensitive information on your device or discussing sensitive information near your device.

Cookies

Cookies, also known as tracking cookies or browser cookies, and similar technologies such as web beacons, clear GIFs, pixel tags, and JavaScript (collectively, "Cookies") are small pieces of data, usually text files, placed on a computer, tablet, phone, or similar device when you use that device to access the Services. We use the following types of Cookies:

• Essential Cookies. Essential Cookies are necessary for providing you with the Services and features that you requested. For example, these Cookies allow you to log into and stay logged into secure areas of the Services, save language preferences, and more. These Cookies are required to make the Services available to you, so they cannot be disabled.
• Functional Cookies. Functional Cookies are utilized to record your choices and settings, maintain your preferences over time, and recognize you when you return to our Services. These Cookies help us personalize our content for you, greet you by name, and remember your preferences.
• Performance/Analytical Cookies. Performance/Analytical Cookies allow us to understand how visitors (like you) use the Services. These Cookies accomplish this by collecting information about the number of visitors to the Services, what pages visitors view the most, and how long visitors view specific pages.

You have the option to decide through your internet browser's settings whether or not to accept Cookies. Most browsers allow users to choose whether to turn off the Cookie feature, which will prevent your browser from accepting new Cookies, as well as (depending on the browser) allow you to toggle whether to accept each new Cookie. You can also clear all Cookies that are already on your device. If you do this, however, you may have to manually adjust some preferences every time you visit the Services, and some functionalities may not work. To explore what Cookie settings are available to you, look in the "settings", "preferences" or "options" section of your browser's menu.

To find out more information about Cookies, including information about how to manage and delete Cookies generally, please visit http://www.allaboutcookies.org/.

4. How We Use Your Information

We process your personal information with your consent or as needed to provide you the Services. We may also use your personal information to comply with legal obligations, operate our business, protect the vital interests of you, our customers, or the public, or for other legitimate interests of Highlight AI as described in this Privacy Policy.

We use the information we collect for the following purposes:

• To provide and maintain our Services;
• To notify you about changes to our Services;
• To allow you to participate in interactive features of our Services when you choose to do so;
• To provide customer support;
• To provide AI-powered features, including meeting transcription and summaries, suggested actions, screen-activity insights, and skills that determine whether automations should run (for example, after a meeting);
• To take actions on your behalf on connected accounts and services that you authorize, including through our application programming interfaces (APIs);
• To gather analysis or information so that we can improve the Services, and to monitor usage of the Services;
• To generate anonymized or aggregated data containing only de-identified, non-personal data that we may use for any lawful purposes;
• To detect, prevent, and address technical issues, fraud, and abuse, and to secure the Services;
• To notify you about changes to the Services and to send you communications you have requested; and
• To carry out other legitimate business interests and comply with our legal obligations.
• For compliance purposes, including enforcing our contracts or other legal rights, or as may be required by applicable laws and regulations or requested by any judicial process or governmental agency; and
• For other purposes for which we provide specific notice at the time the information is collected.

In addition, we may send you periodic communications. The communication methods you provide through our contact forms will be used to send information and updates pertaining to the Services. It may also be used to respond to your inquiries or other requests. If you opt into our mailing list, you may receive emails that include Highlight AI news, updates, product offerings and service information, and marketing material. If at any time you would like to unsubscribe from receiving future emails, we include detailed unsubscribe instructions at the bottom of each email or you may contact us via the contact information below. Please note that if you unsubscribe from promotional emails, you may still receive communications related to your subscription, your purchase, or other necessary functionalities of the Services.

5. Storage of Your Information

We store as little of your information as possible in order to provide you the best possible experience with the Services.

Conversations with the Highlight AI chat feature are encrypted at rest with encryption keys that we manage. When you delete a chat, it is immediately removed from your history and is no longer accessible to you; however, residual copies may persist in our systems (for example, in search indices, message storage, and attachments) for a limited period for abuse-prevention and backup purposes.

Personal information collected by Highlight AI may be stored and processed in your region, in the United States (the "Applicable Location"), and in any other country where Highlight AI or its affiliates, subsidiaries, or service providers operate facilities. These countries may have data protection laws that are different from the laws of your country. We have taken appropriate safeguards to require that your personal information remains protected in accordance with this Privacy Policy.

We implement and maintain reasonable security procedures and practices appropriate to the nature of the personal information we collect and maintain. These measures include encryption, secure storage, and regular security assessments. However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your personal information using commercially acceptable means, we cannot guarantee absolute security.

6. Data Retention

Highlight AI will retain your information as long as necessary for the purposes outlined in this Privacy Policy, in a manner consistent with our data retention policy discussed in this section, and for a commercially reasonable time thereafter for backup, archival, fraud prevention or detection or audit purposes or as permitted by applicable law. Highlight AI will retain your personal information consistent with the original purpose of collection or as long as necessary to comply with our legal obligations; maintain accurate accounting, financial and other operational records; resolve disputes; and enforce our agreements. We will never retain your information for a period longer than permitted by law.

We determine the appropriate retention period for personal information on the basis of the amount, nature, and sensitivity of the personal information being processed; the purpose for which it was collected; the potential risk of harm from unauthorized use or disclosure of the personal information; whether we can achieve the purposes of the processing through other means; and applicable legal requirements.

After expiration of the applicable retention periods, your personal information will be deleted. As discussed below, you may have the right to request we delete this information earlier.

7. Disclosure of Information

Partners and Affiliates. We may disclose any information we receive to our current or future affiliates for any of the purposes described in this Privacy Policy.

Vendors and Service Providers. We may disclose any information we receive to vendors and service providers retained in connection with the Services.

AI Service Providers. We may disclose information we receive to vendors that provide artificial intelligence services in order to provide you with the Service.

Other Online Services. The Services allows you to, upon your direction, disclose information to other online services, such as Discord. You understand and agree that the use of your information by any other online services will be governed by the privacy policies of these third-party platforms and your settings on that platform. We encourage you to review their privacy policies.

Personal Information You Post in Public Areas. When you post a message in public forums such as the Highlight AI Discord server, or provide a review or customer feedback, the information you post may be accessible to other users of the Services and the public. In addition, if you share a chat conversation or a meeting page using a shareable link, that content is accessible to anyone who has the link, without a login. You are responsible for the content you choose to share and with whom you share it, and you assume the risk of sharing it. Accordingly, you assume full risk and responsibility for posting such information and agree that Highlight AI is not responsible in any way for personal information you choose to post in these public areas.

As Required By Law and Similar Disclosures. We may access, preserve, and disclose your information if we believe doing so is required or appropriate to:

• Comply with law enforcement requests and legal process, such as a court order or subpoena;
• Respond to your requests;
• Protect your, our, or others’ rights, property, or safety;
• Protect against legal liability; or
• Investigate fraud or other unlawful activity.

Merger, Sale, or Other Asset Transfers. We may transfer your personal data to service providers, advisors, potential transactional partners, or other third parties in connection with the consideration, negotiation, or completion of a corporate transaction in which we are acquired by or merged with another company or we sell, liquidate, or transfer all or a portion of our assets.

Consent. We may also disclose your information with your permission.

8. Accessing and Updating Your Information

To the extent provided by the law of your jurisdiction, you may:

• Have the right to access certain personal information we maintain about you and request details about how we process it;
• Request certain information regarding our disclosure of personal information to third parties;
• Request that we update or correct inaccuracies regarding your personal information;
• Object to our use of your personal information;
• Ask us to block or delete your personal information from our database;
• Request to download the information you have shared on the Services; and
• Confirm whether Highlight AI stores your data in the Applicable Location.

You may make these requests and any other inquiries about this Privacy Policy by emailing us at the address below. Any such requests are subject to the protection of other individuals' rights and applicable law. Additionally, to help protect your privacy and maintain security, we may take steps to verify your identity before granting you access to the requested information. To the extent permitted by applicable law, a charge may apply before we provide you with a copy of any of your personal information that we maintain.

9. Additional Privacy Information

Data Transfer. Our databases are currently located in the Applicable Location. Highlight AI makes no claim that its Services are appropriate or lawful for use or access outside the Applicable Location. If you access the Services from outside the Applicable Location, you are consenting to the transfer of your personal information from your location to the Applicable Location. You are solely responsible for complying with all local laws, rules and regulations regarding online conduct and access to the Services. By providing us your information, you further consent to its storage within the Applicable Location.

Collection of Data from Children. The Services are not directed to children, and you may not use the Services or provide any personal information to Highlight AI if you are under the age of 13 (or the lowest age permitted by applicable law) or if you are not old enough to consent to the processing of your personal information in your country. We do not knowingly collect or process personal information of individuals under the age of 13 (or the lowest age permitted by applicable law).

California Resident Privacy Rights. California Civil Code Section 1798.83 permits our customers who are California residents to request certain information regarding our disclosure of personal information to third parties for their direct marketing purposes. To make such a request, please contact us through the methods stated above.

10. European Union, United Kingdom, and Swiss Data Subject Rights

If you are a resident of the European Union ("EU"), United Kingdom ("UK"), Switzerland, Liechtenstein, Norway or Iceland, you may have additional rights under the EU or UK General Data Protection Regulation or the Swiss Federal Act on Data Projection ("FADP") (collectively, the "GDPR"), as applicable, with respect to your Personal Data. The following discusses these rights.

For this section, the GDPR definition of "Personal Data" and "processing" are used. Generally, "Personal Data" means information that can be used to individually identify a person, and "processing" relates to actions that can be performed in connection with collecting, using, storing, and disclosing such data. Highlight AI is the controller of your Personal Data processed in connection with the Services.

If a conflict exists between this section and any other provision of this Privacy Policy, the more protective policy or portion shall govern to resolve such conflict. If you have any questions about this section or whether any of the following applies to you, please contact us.

Personal Data We Collect. The "Information We Collect and For What Purpose" section above details the Personal Data that we collect from you.

Personal Data Use and Processing Grounds. The "How We Use Your Information" section above explains how we use your Personal Data. We will only process your Personal Data as explained in this Privacy Policy and if we have a lawful basis for doing so. The lawful bases include receiving your consent, having a contractual necessity, and furthering our legitimate interests or the legitimate interest of others. The following sections describe these in greater detail.

Consent

We process Personal Data based on the consent you expressly grant to us at the time we collect the data. When we process Personal Data based on your consent, it will be expressly indicated to you at the point and time of collection.

Contractual Necessity

We may process the Personal Data as a matter of "contractual necessity". This means that we need to process the data to perform under our agreement with you and enable us to provide you with the Services. When we process data due to contractual necessity, failure to provide such Personal Data will result in your inability to use some or all portions of the Services.

Legitimate Interest

We process the following categories of Personal Data when we believe it furthers the legitimate interest of us or third parties providing products or services in connection with the Services:

• Personal Information;
• Commercial, Financial, and Payment Data;
• Device/IP, Web Analytics, and Sensory Data;
• Social Network or Connections Data;
• Inferences Drawn from Other Personal Data Collected;
• Usage Data.

We may also de-identify and anonymize Personal Data to further our legitimate interests.

Examples of these legitimate interests include (as described in more detail above in the "How We Use Your Information" section):

• Providing, customizing, and improving the Services.
• Marketing the Services.
• Corresponding with you.
• Meeting legal requirements and enforcing legal terms.
• Completing corporate transactions.

Other Processing Grounds

Occasionally, we may also need to process Personal Data to comply with legal obligations, to protect the vital interests of you or other data subjects, or to carry out a task necessary for the public's interest.

Sharing Personal Data. The "Disclosure of Information" section above details how we share your Personal Data with third parties.

EU and UK and Swiss Data Subject Rights

EU and UK and Swiss data subjects have certain rights with respect to Personal Data. This is further set forth below. For more information about these rights or to submit a request, please email us. Please note that in some circumstances, Highlight AI may be unable to fully comply with your request, including if the request is frivolous, extremely impractical, jeopardizes other's rights, or not required by law. In those circumstances, we will still notify you of such a decision. Generally, we may also need you to provide us additional information, which may include Personal Data, if necessary to verify your identity and the nature of your request. Your rights include:

• Access: You can request information related to the Personal Data we store about you and request a copy of such Personal Data.
• Rectification: If you believe that any Personal Data we store about you is incorrect or incomplete, you can request we supplement or correct such Personal Data.
• Erasure: You can request we erase part or all of your Personal Data from our systems.
• Withdrawal of Consent: If we are processing your Personal Data based upon your consent (as indicated at the time of collection of such data), you have the right to withdraw consent at any time. However, please note that if you change or withdraw consent, you may have to then provide express consent on a case-by-case basis if use or disclosure is necessary to enable you to use the Services.
• Portability: You can request for a copy of your Personal Data in a machine-readable format. You can also request we transmit the Personal Data to another controller to the extent such transmission is technically feasible.
• Objection: You can contact us to object to our further use or disclosure of your Personal Data for certain purposes, such as for direct marketing purposes, by contacting us as described above.
• Restriction of Processing: You can request Highlight AI restrict further processing your Personal Data.
• Right to File Complaint: You have the right to submit a complaint about Highlight AI's practices with respect to your Personal Data to the supervisory authority of your country or EU Member State. A list of Supervisory Authorities is available here: https://edpb.europa.eu/about-edpb/board/members_en.

Transfers of Personal Data. The "Data Transfer" information in the "Additional Privacy Information" section above details how and where we transfer your data. Most significantly, our databases are currently located in the Applicable Location, and you are consenting to Highlight AI transferring your Personal Data to the Applicable Location.

11. Contact Us

If you have any questions about this Privacy Policy, please contact us at [email protected].