This privacy policy covers how Executive Function by Studio Management, LLC. (“we”, “us”, and “our”) collects, stores, uses, and protects personal data. This Privacy Policy applies to this website and other ExecFN websites, as well as the services we provide via this and other websites, our API or any of our ExecFn applications (which we collectively call the “Site” or the “Services”)
By creating an ExecFn account and/or using the Service, you acknowledge that you have read, understood and agreed to this Privacy Policy until such time as you may choose to opt out of this Privacy Policy by following the instructions below. As this may change from time to time, it is a good idea for you to visit this site periodically. We will also update users when this policy changes via email. The Last updated date for this policy is: February 15, 2023.
Your Privacy is important to us. As such, please read this document to understand how and why we collect data
Data Collected
This privacy policy applies to all personal data processed in the Service, which typically includes email headers along with any personal data contained in those email headers. As a result, it is not possible to list all types of personal data that may be processed. However, we typically process:
Scopes and Permissions Required for ExecFn to Work
In order for ExecFn to provide the services it does, we need certain permissions to access your Inbox through various providers such as Google(Gmail). Specifically we need the ability to read/modify/delete/send your emails. This is required for us to be able to create the proper labels , move your emails to the proper folders as we process them and reply to or delete specific emails.
Additionally, to provide authentication services and properly build sender profiles we need the ability to view your email address, your basic profile info and your contacts.
How Does ExecFn Process Your Personal Information?
Device information. We also may collect information from and about the devices you use to access the Services. This includes things like IP addresses, the type of browser and device you use, the web page you visited before coming to our sites, and identifiers associated with your devices. Your devices (depending on their settings) may also transmit location information to the Services. We use this information to protect our users’ security, optimize our Services for those devices, provide customer support, and to otherwise generally improve the Services.
Cookies and other technologies. Cookies, site tags and other similar technologies are small pieces of information transferred to and stored on your computer or device through your web browser or our applications to enable our systems to recognize your preferences and settings. We use technologies like cookies and pixel tags to provide, improve, protect, and promote our Services. For example, cookies help us with things like remembering your username for your next visit, understanding how you are interacting with our Services, and improving them based on that information.
When accessing client-specific secure content, you are acting as a representative of your company and your interactions with our site in this capacity are governed by our relationship agreement with your company. Most browsers and devices automatically accept cookies; you may manually disable them, but this may limit your ability to use the Services. For more information on disabling cookies, go to the “help” menu on your browser or device.
Marketing. We may give users the option to use some of our Services on a trial basis free of charge. These free Services are made possible by the fact that some users upgrade to one of our paid Services. If you register for trial access to our Services, we will, from time to time, send you information about upgrades when permissible.
We sometimes contact people who do not have a ExecFn account. For recipients in the EU, we or a third party will obtain consent before contacting you.
You have an absolute right to object to our use of Your Information for marketing purposes, and we’ve made it easy for you to do so. Users who receive these marketing materials can opt out at any time. If you do not want to receive marketing materials from us, simply click the ‘unsubscribe’ link in any email, or email privacy@ExecFn.com.
ExecFn will not sell Your Information to advertisers or other third parties.
Under the circumstances described in this section, we may, however, share Your Information solely for the purposes of providing you with the Services and improving the Services. ExecFn uses certain trusted third parties (for example, providers of technology, hosting, analytical and other IT services) to help us provide, improve, protect, and promote our Services. These third parties may access Your Information only to perform tasks on our behalf in compliance with this Privacy Policy, and we remain responsible for their handling of Your Information per our instructions.
Company Admins. If your ExecFn account was created by or on behalf of your employer or organization, your administrator may have the ability to access and control your ExecFn account. Please refer to your organization’s internal policies if you have questions about this.
Law & Order and the Public Interest. We may disclose Your Information to third parties if we determine that such disclosure is reasonably necessary to: (a) comply with any applicable law, regulation, legal process, or appropriate government request; (b) protect any person from death or serious bodily injury; (c) prevent fraud or abuse of ExecFn or our users; (d) protect ExecFn’s rights, property, safety, or interest; or (e) perform a task carried out in the public interest.
Third party tools (like AI tools). We may share your email content with third party tools, especially, large language models.
Purpose of Data Sharing
When users reach out to our AI bot seeking help, we may share the email body content with third-party AI tools. This is done solely to provide users with accurate and relevant responses to their queries and to enhance their experience while using our app.
Data Shared with Third-Party AI Tools:
When users interact with our AI bot seeking assistance, we may share certain email data with third-party AI models. This includes the email body content, sender email address, subject, and some headers obtained from Gmail. We are dedicated to maintaining the anonymity and privacy of our users while ensuring the accuracy and relevance of the AI-powered responses.
Explicit Consent for AI Model Usage
We ensure that the third-party AI tools we collaborate with are bound by strict agreements, requiring them not to use the shared data for any purposes other than generating responses to the users' specific queries. This means the data is not utilised for training or improving the AI models.
Limited Data Sharing
Rest assured, we only share the necessary email content with AI tools when users explicitly seek help from our AI bot. Emails that do not involve interactions with our bot are not shared with any third-party tools.
Transparency and Control
We believe in providing transparency to our users. Users can review and agree to the data-sharing practices outlined in this privacy policy. They have the choice to refrain from using the AI bot if they are not comfortable with the data sharing involved.
Data Security Measures
We implement stringent security measures to protect the data shared with third-party AI tools. These measures include encryption, access controls, and regular monitoring to prevent unauthorized access or data breaches.
Stewardship of your data is critical to us and a responsibility that we embrace. We believe that your data should receive the same legal protections regardless of whether it’s stored on our Services or on your home computer’s hard drive. We’ll abide by terms of our Customer Terms and Conditions or any other contractual agreement you have with ExecFn when receiving, scrutinizing, and responding to government requests (including national security requests) for your data, while also making commercially reasonable efforts to a) be transparent; b) fight blanket requests; c) Protect all users; and d) Provide trusted services.
How Does ExecFn Process Your Personal Information?
ExecFn makes every reasonable effort to protect the information in our care from loss, misuse, alteration or destruction. Only authorized employees and clients have access to the data that we gather, and that access is limited by need and permission. All employees who have access to client data are enjoined to maintain the confidentiality of such information. No method of transmission over the Internet or method of electronic storage is 100% secure; therefore, while we strive to use all commercially reasonable means to protect client information, we cannot guarantee absolute security. When transferring data from the European Union, the European Economic Area, and Switzerland, ExecFn relies upon a variety of legal mechanisms, including contracts with our customers and affiliates. ExecFn maintains specific personnel, policies, protocols and other rules and processes to carry out our commitments in this Privacy Policy and protect Your Information, including:
Security Personnel. We have a team dedicated to keeping Your Information secure and testing for vulnerabilities. We also continue to work on features to keep Your Information safe in addition to things like two-factor authentication, encryption of files at rest, and alerts when new devices and apps are linked to your account. We deploy automated technologies to detect abusive behavior and content that may harm our Services, you, or other users.
User Controls. You (or your Company Administrators) can access, amend, download, and delete Your Information by logging into your ExecFn account and going to your account settings page, or emailing a request to privacy@ExecFn.com.
Retention. When you sign up for an account with us, we’ll retain information you store on our Services for as long as your account is in existence or as long as we need it to provide you the Services and may retain Your Information until such time as we receive a legitimate request for its deletion for anonymized analytical or system improvement purposes. Even after you cease using the Services, we will continue to honor this Privacy Policy and the contractual obligations of confidentiality with regard to Your Information contained in our Customer Terms for however long we retain Your Information. If you or your Company Admin (as applicable) wish to delete your account, we will initiate deletion of Your Information within 30 days of receiving a properly authorized request at privacy@ExecFn.com. Please note: (1) there might be some latency in deleting this information from our servers and back-up storage; and (2) we may retain this information if necessary to comply with our legal obligations, resolve disputes, or enforce our agreements.
Where
To provide you with the Services, we may store, process, and transmit information in the United States and locations around the world—including those outside your country. Information may also be stored locally on the devices you use to access the Services.
Under the General Data Protection Regulation (“GDPR”), ExecFn is a data controller and data processor for the information we collect from you. If you are a European Union resident, you have the right to access personal information we hold about you and to ask that your personal information be corrected, updated, or deleted. If you would like to exercise this right, please contact us using the contact information below.
Additionally, if you are a European Union resident, note that we are processing your information in order to fulfill contracts we might have with you (for example if you make an order through the Services), or otherwise to pursue our legitimate business interests. Additionally, please note that your information will be transferred outside of Europe, including to the United States.
Note that you have specific rights under the GDPR, as follows:
What is your right to access specific information under the GDPR?
You have the right to request that ExecFn disclose certain information to you about our collection and use of your personal information over the past 12 months. Once we receive and confirm a verifiable request from you, we will disclose to you:
You may request to exercise your rights to access, correction, deletion, and data portability of your Personal Information by contacting us at the contact information provided below. We will endeavor to respond to your request as promptly as possible but in any event in no more than 30 days from the receipt of your verifiable request.
205 Lansing Island Drive
Indian Harbor Beach, FL. 32937
Email Address: privacy@ExecFn.com
Telephone number:+1 415 844 9345
Only you may request to exercise your rights or those of your minor child, and your request must be verifiable. Your verifiable consumer request must:
We cannot respond to your request if we cannot verify your identity or authority to make the request and confirm the Personal Information relates to you. We will only use Personal Information provided in a verifiable consumer request to verify the requestor’s identity or authority to make the request and for no other reason. Though you need not create an account to make a verifiable consumer request, we consider requests made through your password protected account sufficiently verified when the request relates to Personal Information associated with that specific account. If you have an account with us, we will deliver our written response to your account. If you do not have an account with us, we will deliver our written response by mail or electronically, at your option.
For requests to transfer your Personal Information to another entity, we will provide your Personal Information in a format of our choosing that is readily useable and should allow you to transmit the information without hindrance, for example in .PDF, .TXT, or .DOC format. Any disclosures we provide will only cover the 12-month period preceding our receipt of your verifiable consumer request. If applicable, our response will provide the reasons we cannot comply with your request.
We will not charge you a fee to process or respond to your verifiable consumer request unless it is excessive, repetitive, or manifestly unfounded. If we determine that the request warrants a fee, we will tell you why and provide a cost estimate before completing your request.
We will not discriminate against you for exercising your rights.
We will not discriminate against you for exercising any of your privacy rights. Unless permitted under applicable laws, solely due to the exercise of your rights hereunder, we will not:
ExecFn is subject to oversight by the U.S. Federal Trade Commission. JAMS is the US-based independent organization responsible for reviewing and resolving complaints about our Privacy Shield compliance—free of charge to you. We ask that you first submit any such complaints directly to us via privacy@ExecFn.com. If you aren’t satisfied with our response, please contact JAMS at https://www.jamsadr.com/eu-us-privacy-shield. In the event your concern still isn’t addressed by JAMS, you may be entitled to a binding arbitration under Privacy Shield and its principles.
Changes
If we are involved in a reorganization, merger, acquisition, or sale of our assets, Your Information may be transferred as part of that deal. We will notify you (for example, via a message to the email address associated with your account) of any such deal and outline your choices in that event.
We may revise this Privacy Policy from time to time and will post the most current version on our website at https://ExecFn.com/content/legal/privacy-policy.html. If a revision meaningfully changes your rights, we will notify you of that revision in advance or upon your next login to the Services.
Please note that if your account was created by or on behalf of your employer or organization, some or all of Your Information may in fact be the property of that employer or organization, and you understand and consent to the fact that while ExecFn users generally have the following rights, certain of those rights may not be exercisable by the individual user without the consent of their employer or organization. In those cases, “you” and “your” as used in this section may refer not to the individual but to the employer or organization that has purchased the Services, and individuals should consult their employers or organizations policies regarding their individual right to control and access Your Information.
You have control over Your Information and how it is collected, used, and shared. For example, you have a right to:
To exercise any of these rights, please contact us by email at privacy@ExecFn.com or by regular mail at 205 Lansing Island Dr., Indian Harbor Beach, FL 32937. We will respond to your request to change, correct, or delete your information within a reasonable timeframe and notify you of the action we have taken.
Have questions or concerns about ExecFn, our Services, and privacy? Contact our Data Protection Officer at privacy@ExecFn.com. If they can’t answer your question, you have the right to contact your local data protection supervisory authority.
