Privacy Policy

Interpretation and Definitions

Definitions

For the purposes of this Privacy Policy:

• Account: A unique account created for you to access the Service or portions thereof.
• Affiliate: An entity controlled by, or controlling, or under common control with SalesJim, where "control" means ownership of 50% or more of shares, equity interest, or other voting securities.
• Application: The SalesJim mobile application downloaded on your electronic device.
• Company: Fastlane Marketing LLP, operating as SalesJim, with its registered address at 5307 Victoria Drive #834, Vancouver, BC V5P 3V6, Canada.
• Cookies: Small files placed on your computer, mobile device, or other device by a website, used to track your browsing history and for other purposes.
• Country: British Columbia, Canada.
• Customer: The individual or organization that enters into a contract with SalesJim to use the Service, including users acting on its behalf.
• Custom Contract: A separate written service agreement, order form, or other commercial document signed between a Customer and SalesJim that supplements our Terms and Conditions.
• Data Controller: For GDPR purposes, the entity that determines the purposes and means of processing personal data. SalesJim acts as Data Controller for account and Service usage data. Customers typically act as Data Controllers for personal data relating to Recorded Entities processed through the Service.
• Data Processor: An entity that processes personal data on behalf of a Data Controller. SalesJim acts as a Data Processor when processing personal data on behalf of Customers as described in our Data Processing Agreement.
• Device: Any device that can access the Service, including computers, cell phones, and tablets.
• Personal Data: Any information relating to an identified or identifiable individual, including name, identification number, location data, online identifier, contact details, audio recordings, transcripts, and other information relating to physical, physiological, genetic, mental, economic, cultural, or social identity.
• Recorded Entities: Individuals whose conversations, interactions, or related personal data are recorded, transcribed, analyzed, or otherwise processed by a Customer through the Service.
• Service: SalesJim's cloud-based sales intelligence and coaching software, including call recording and transcription, AI-powered scorecards, coaching and talk tracks, flashcard practice, guided consult funnels, and customer relationship management features, provided via our website, web application, and mobile applications.
• Service Provider: Any individual or entity processing data on behalf of SalesJim, including third-party companies or individuals facilitating the Service, performing related services, or assisting with analysis of Service usage.
• Usage Data: Data collected automatically from your use of the Service or from our infrastructure, such as IP address, browser type, visited pages, visit times, device identifiers, and diagnostic information.
• Website: SalesJim, accessible at salesjim.com.
• You: The individual accessing or using the Service, or the legal entity on whose behalf such individual is accessing or using the Service. Under GDPR, you may also be referred to as the Data Subject or User.

Collecting and Using Your Personal Data

We may collect the following categories of personal data:

• Account and contact data: such as name, email address, phone number, company name, job title, and billing contact information.
• Authentication and account data: such as login credentials, account settings, organization membership, and role information.
• Payment data: such as billing address and transaction information. Payment card details are processed by our payment providers and are not stored by SalesJim.
• Recording and conversation data: such as audio recordings, transcripts, meeting metadata, scorecard results, coaching notes, talk track usage, flashcard responses, and guided consult submissions uploaded or generated through the Service.
• Usage Data: such as IP address, browser type, device information, pages visited, feature usage, error logs, and performance data.
• Communications: such as support requests, feedback, and other messages you send to us.

When Customers use the Service to record or analyze conversations, personal data relating to Recorded Entities may also be processed. Customers are responsible for ensuring they have a lawful basis to collect and process such data.

Recorded Entities and Customer Responsibilities

SalesJim provides tools that enable Customers to record, transcribe, analyze, and coach based on sales conversations and related interactions. Customers are responsible for:

• obtaining all required consents, permissions, and notices before recording or processing data relating to Recorded Entities;
• complying with applicable privacy, employment, telecommunications, and healthcare laws relevant to their use of the Service;
• responding to data subject requests from Recorded Entities where the Customer is the Data Controller; and
• ensuring that uploaded or processed content does not violate third-party rights or applicable law.

SalesJim does not have a direct contractual relationship with Recorded Entities and processes their personal data on behalf of Customers in accordance with our Terms and Conditions and, where applicable, our Data Processing Agreement.

Third-Party Services and Integrations

The Service relies on and may integrate with third-party providers. These providers may process personal data subject to their own privacy policies and terms. Such providers include, without limitation:

• Supabase — authentication, database, and application infrastructure;
• Google Cloud Storage — secure storage of recordings and related content;
• Stripe — payment processing;
• OneSignal — push notifications;
• Deepgram — speech-to-text and text-to-speech services;
• OpenAI — AI-powered analysis, transcription support, language processing, and related features;
• Apple App Store and Google Play Store — distribution of our mobile applications.

Customers may also connect additional third-party tools to their accounts. Where you connect such services, information may be shared with those providers in accordance with their privacy policies. SalesJim does not store third-party service passwords.

Tracking Technologies and Cookies

We use cookies and similar technologies (such as web beacons, tags, and scripts) to track activity, maintain your session, remember preferences, and improve the Service. These may include necessary cookies, preference cookies, and analytics or performance cookies provided by us or third parties. You can manage cookie settings in your browser, though disabling certain cookies may affect Service functionality.

Use of Your Personal Data

We use personal data to:

• provide, operate, maintain, and improve the Service;
• create and manage Accounts;
• process recordings, transcripts, scorecards, and other Customer content;
• perform our contractual obligations, including billing and support;
• communicate with you about the Service, updates, and security notices;
• respond to your requests and provide customer support;
• monitor usage, diagnose technical issues, and protect the security of the Service;
• comply with legal obligations and enforce our Terms and Conditions; and
• conduct analytics and product development to improve features and user experience.

AI Processing and Model Training

The Service uses third-party AI and speech processing providers to transcribe, analyze, and generate insights from recordings and related content. We configure our use of these providers so that your content is not used by external AI providers to train their general-purpose models, where such controls are offered by the provider.

SalesJim may use anonymized or aggregated data to improve our own features. Where available, you may opt out of certain product improvement uses in your Account settings.

Sharing Your Personal Data

We may share personal data with:

• Service Providers that assist in operating and improving the Service;
• payment processors to complete transactions;
• Affiliates, requiring them to adhere to this policy;
• other users within your organization as permitted by your Account settings;
• professional advisers, auditors, or insurers where reasonably necessary;
• authorities or third parties when required by law or to protect our rights; and
• third parties with your consent or at your direction.

We do not sell your personal data.

Retention of Your Personal Data

We retain personal data only for as long as necessary to provide the Service, fulfill the purposes described in this policy, comply with legal obligations, resolve disputes, and enforce our agreements.

Unless a longer retention period is required by law or agreed in your Custom Contract, data collected through the Service — including data relating to Recorded Entities — will be irreversibly deleted six (6) months after termination of your Account or Contract, unless you reactivate your Account prior to that date.

Usage data may be retained for shorter periods for security, analytics, and troubleshooting, except where a longer period is required for legal or operational reasons.

Transfer of Your Personal Data

Your personal data may be processed and stored in Canada, the United States, the European Union, and other jurisdictions where we or our Service Providers operate. These locations may have data protection laws that differ from those in your jurisdiction. Where required, we implement appropriate safeguards for international transfers of personal data.

Disclosure of Your Personal Data

Business Transactions

Your personal data may be transferred in connection with a merger, acquisition, financing, reorganization, or sale of assets. We will notify you before your personal data is transferred and becomes subject to a different privacy policy, where required by law.

Legal Requirements

We may disclose personal data if required to do so by law or in response to valid requests by public authorities, including to meet national security or law enforcement requirements, or to protect the rights, property, or safety of SalesJim, our Customers, or others.

Data Processing Agreement

Where SalesJim processes personal data on behalf of Customers, including personal data relating to Recorded Entities, the provisions of our Data Processing Agreement ("DPA") apply. The DPA is provided separately upon request by contacting us at support@salesjim.com.

Security of Your Personal Data

We implement commercially reasonable technical and organizational measures designed to protect personal data, including encryption in transit and at rest where appropriate, access controls, and secure cloud infrastructure. However, no method of transmission over the Internet or electronic storage is completely secure, and we cannot guarantee absolute security.

Your Privacy Rights

Depending on your location, you may have rights regarding your personal data, including the right to access, correct, delete, restrict, or object to certain processing, and the right to data portability. Where processing is based on consent, you may withdraw consent at any time.

GDPR

If you are located in the European Economic Area or United Kingdom, we process personal data on legal bases including consent, contract performance, legal obligation, vital interests, public interest, or legitimate interests, depending on the context. You may lodge a complaint with your local supervisory authority.

Exercising Your Rights

To exercise your privacy rights, contact us at support@salesjim.com. We may need to verify your identity before responding. If you are a Recorded Entity seeking to exercise rights relating to data processed by a Customer, please contact that Customer directly.

How SalesJim Helps Customers Maintain Compliance

Our Customers are responsible for compliance with applicable data protection laws when using the Service, including obtaining informed consent and handling data subject requests from Recorded Entities. We provide tools, contractual terms, and a DPA upon request to support Customers in meeting their obligations. SalesJim does not provide legal advice.

Children's Privacy

The Service is not directed to children under 13, and we do not knowingly collect personal data from children under 13. If you believe we have collected such data, please contact us so we can take appropriate action.

Links to Other Websites

The Service may contain links to third-party websites or services that are not operated by SalesJim. We are not responsible for the content or privacy practices of those third parties and encourage you to review their privacy policies.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated "Last updated" date. Where required or appropriate, we may also notify you by email or through a prominent notice within the Service before material changes take effect.

Governing Law

Except to the extent any applicable law provides otherwise, this Privacy Policy is governed by the laws of the Province of British Columbia, Canada, excluding its conflict of law provisions.

Responsible Disclosure

Report potential security vulnerabilities to security@salesjim.com.

Contact Us

For privacy questions or requests regarding this Privacy Policy, contact us at support@salesjim.com.

Fastlane Marketing LLP, operating as SalesJim
5307 Victoria Drive #834
Vancouver, BC V5P 3V6
Canada