Privacy Policy

This Privacy Notice for Hardline AI Corp. (doing business as Hardline) (“we,” “us,” or “our”), describes how and why we might access, collect, store, use, and/or share (“process”) your personal information when you use our services (“Services”), including when you:

• Visit our website at https://www.hardlineapp.com or any website of ours that links to this Privacy Notice
• Download and use our mobile application (Hardline), or any other application of ours that links to this Privacy Notice
• Use Hardline AI. Hardline AI is an AI-powered platform that transcribes and summarizes phone calls for construction teams. Our mobile-first solution captures key project details from calls and turns them into clear, structured updates without requiring behavior changes from field workers. We help contractors reduce miscommunication, rework, and manual data entry time by automatically generating summaries, action items, and project notes. To do this, Hardline records call and on-site audio temporarily, transcribes it, and then discards the audio. We do not keep audio recordings unless an individual organization requests that we do. We do store the transcripts, summaries, and project records generated from that audio as part of your account. On-site capture can also work offline: the audio is held temporarily on your device until it reconnects, then transcribed and discarded in the same way. This ensures teams stay aligned, save hours daily, and operate more efficiently on every job site. We sync with team members and integrate with other tech stack platforms in their company. Additionally, we have a copilot.
• Engage with us in other related ways, including any marketing or events

Questions or concerns? Reading this Privacy Notice will help you understand your privacy rights and choices. We are responsible for making decisions about how your personal information is processed. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at support@hardlineapp.com.

SUMMARY OF KEY POINTS

This summary provides key points from our Privacy Notice, but you can find out more details about any of these topics by clicking the link following each key point or by using our table of contents below to find the section you are looking for.

What personal information do we process? When you visit, use, or navigate our Services, we may process personal information depending on how you interact with us and the Services, the choices you make, and the products and features you use. Learn more about personal information you disclose to us.

Do we process any sensitive personal information? Some of the information may be considered “special” or “sensitive” in certain jurisdictions, for example your racial or ethnic origins, sexual orientation, and religious beliefs. We may process sensitive personal information when necessary with your consent or as otherwise permitted by applicable law. Learn more about sensitive information we process.

Do we collect any information from third parties? We may collect information from public databases, marketing partners, social media platforms, and other outside sources. Learn more about information collected from other sources.

How do we process your information? We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent. We process your information only when we have a valid legal reason to do so. Learn more about how we process your information.

In what situations and with which types of parties do we share personal information? We may share information in specific situations and with specific categories of third parties. Learn more about when and with whom we share your personal information.

How do we keep your information safe? We have adequate organizational and technical processes and procedures in place to protect your personal information. However, no electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Learn more about how we keep your information safe.

What are your rights? Depending on where you are located geographically, the applicable privacy law may mean you have certain rights regarding your personal information. Learn more about your privacy rights.

How do you exercise your rights? The easiest way to exercise your rights is by submitting a data subject access request, or by contacting us. We will consider and act upon any request in accordance with applicable data protection laws.

Want to learn more about what we do with any information we collect? Review the Privacy Notice in full.

TABLE OF CONTENTS

1. 1. WHAT INFORMATION DO WE COLLECT?
2. 2. HOW DO WE PROCESS YOUR INFORMATION?
3. 3. WHAT LEGAL BASES DO WE RELY ON TO PROCESS YOUR PERSONAL INFORMATION?
4. 4. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?
5. 5. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?
6. 6. DO WE OFFER ARTIFICIAL INTELLIGENCE-BASED PRODUCTS?
7. 7. HOW LONG DO WE KEEP YOUR INFORMATION?
8. 8. HOW DO WE KEEP YOUR INFORMATION SAFE?
9. 9. DO WE COLLECT INFORMATION FROM MINORS?
10. 10. WHAT ARE YOUR PRIVACY RIGHTS?
11. 11. CONTROLS FOR DO-NOT-TRACK FEATURES
12. 12. DO UNITED STATES RESIDENTS HAVE SPECIFIC PRIVACY RIGHTS?
13. 13. CALL AUDIO, TRANSCRIPTS, AND TELECOMMUNICATIONS METADATA
14. 14. USER RESPONSIBILITY FOR DISCLOSURE AND CONSENT
15. 15. AI IMPROVEMENT AND DE-IDENTIFICATION
16. 16. GLOBAL PRIVACY CONTROL (GPC)
17. 17. TELECOMMUNICATIONS PROVIDERS
18. 18. DO WE MAKE UPDATES TO THIS NOTICE?
19. 19. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?
20. 20. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?

1. WHAT INFORMATION DO WE COLLECT?

Personal information you disclose to us

In Short: We collect personal information that you provide to us.

We collect personal information that you voluntarily provide to us when you register on the Services, express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.

Personal Information Provided by You. The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make, and the products and features you use. The personal information we collect may include the following:

• names
• phone numbers
• job titles
• usernames
• passwords
• contact preferences
• contact or authentication data
• billing addresses
• debit/credit card numbers
• business name
• company revenue
• company size
• email addresses

Sensitive Information. When necessary, with your consent or as otherwise permitted by applicable law, we process the following categories of sensitive information:

• account log-in credentials (usernames and passwords)
• debit/credit card numbers, which are processed and stored by our payment processor, Stripe, as described below
• precise geolocation, if you allow location access in our mobile application

Payment Data. We may collect data necessary to process your payment if you choose to make purchases, such as your payment instrument number, and the security code associated with your payment instrument. All payment data is handled and stored by Stripe. You may find their privacy notice link(s) here: https://stripe.com/privacy.

Application Data. If you use our application(s), we also may collect the following information if you choose to provide us with access or permission:

• Geolocation Information. We may request access or permission to track location-based information from your mobile device, either continuously or while you are using our mobile application(s), to provide certain location-based services. If you wish to change our access or permissions, you may do so in your device’s settings.
• Mobile Device Access. We may request access or permission to certain features from your mobile device, including your mobile device’s calendar, contacts, microphone, camera, reminders, storage, email, bluetooth, and other features. If you wish to change our access or permissions, you may do so in your device’s settings.
• Mobile Device Data. We automatically collect device information (such as your mobile device ID, model, and manufacturer), operating system, version information and system configuration information, device and application identification numbers, browser type and version, hardware model Internet service provider and/or mobile carrier, and Internet Protocol (IP) address (or proxy server). If you are using our application(s), we may also collect information about the phone network associated with your mobile device, your mobile device’s operating system or platform, the type of mobile device you use, your mobile device’s unique device ID, and information about the features of our application(s) you accessed.
• Push Notifications. We may request to send you push notifications regarding your account or certain features of the application(s). If you wish to opt out from receiving these types of communications, you may turn them off in your device’s settings.

This information is primarily needed to maintain the security and operation of our application(s), for troubleshooting, and for our internal analytics and reporting purposes.

All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.

Information automatically collected

In Short: Some information, such as your Internet Protocol (IP) address and/or browser and device characteristics, is collected automatically when you visit our Services.

We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Services, and other technical information. This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes.

Like many businesses, we also collect information through cookies and similar technologies. You can find out more about this in our Cookie Notice: Section 5, “Do We Use Cookies and Other Tracking Technologies?”, below.

The information we collect includes:

• Log and Usage Data. Log and usage data is service-related, diagnostic, usage, and performance information our servers automatically collect when you access or use our Services and which we record in log files. Depending on how you interact with us, this log data may include your IP address, device information, browser type, and settings and information about your activity in the Services (such as the date/time stamps associated with your usage, pages and files viewed, searches, and other actions you take such as which features you use), device event information (such as system activity, error reports (sometimes called “crash dumps”), and hardware settings).
• Device Data. We collect device data such as information about your computer, phone, tablet, or other device you use to access the Services. Depending on the device used, this device data may include information such as your IP address (or proxy server), device and application identification numbers, location, browser type, hardware model, Internet service provider and/or mobile carrier, operating system, and system configuration information.
• Location Data. We collect location data such as information about your device’s location, which can be either precise or imprecise. How much information we collect depends on the type and settings of the device you use to access the Services. For example, we may use GPS and other technologies to collect geolocation data that tells us your current location (based on your IP address). You can opt out of allowing us to collect this information either by refusing access to the information or by disabling your Location setting on your device. However, if you choose to opt out, you may not be able to use certain aspects of the Services.
• Service Metadata & AI Performance Data. Service-related metadata and system-generated information derived from user interactions with the Services, including processing timestamps, feature usage patterns, system performance metrics, model accuracy indicators, error logs, and aggregated or de-identified data used to monitor, maintain, and improve the Services. This data does not include audio recordings, which we do not retain unless requested by an individual organization, and is not used to identify individual users.
• VoIP & Call Metadata. Call-related metadata generated in connection with voice communications facilitated through the Services, including call timestamps, duration, routing information, assigned numbers, call status, and system identifiers. This data does not include audio recordings, which we do not retain unless requested by an individual organization, and is processed via third-party telecommunications providers for service delivery, diagnostics, and performance monitoring.

Google API

Our use of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements.

Information collected from other sources

In Short: We may collect limited data from public databases, marketing partners, and other outside sources.

In order to enhance our ability to provide relevant marketing, offers, and services to you and update our records, we may obtain information about you from other sources, such as public databases, joint marketing partners, affiliate programs, data providers, and from other third parties. This information includes mailing addresses, job titles, email addresses, phone numbers, intent data (or user behavior data), Internet Protocol (IP) addresses, social media profiles, social media URLs, and custom profiles, for purposes of targeted advertising and event promotion.

Advertising audiences

We use the email addresses of certain people to show ads for Hardline on Meta (Facebook and Instagram) and Google platforms, to avoid showing those ads to existing customers, and to help those platforms find businesses similar to our customers (sometimes called “lookalike” or “similar” audiences). This applies to account owners and administrators, people who sign up for a trial, and people who book a demo or submit a form on our website. Email addresses are hashed (converted into an unreadable code) when they are uploaded. The platforms use them only to match people who already have accounts with them, and they do not tell us who else sees our ads.

We do not include team members who were invited to Hardline by their company, and we never use content you create in the Services, such as calls, transcripts, photos, or project records, for advertising. We do not include Quebec residents unless they have given their express consent. To opt out, email support@hardlineapp.com with the subject “Advertising opt-out.” We will leave you out of future uploads and remove you from existing audiences within thirty (30) days.

2. HOW DO WE PROCESS YOUR INFORMATION?

In Short: We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We process the personal information for the following purposes listed below. We may also process your information for other purposes only with your prior explicit consent.

We process your personal information for a variety of reasons, depending on how you interact with our Services, including:

• To facilitate account creation and authentication and otherwise manage user accounts. We may process your information so you can create and log in to your account, as well as keep your account in working order.
• To deliver and facilitate delivery of services to the user. We may process your information to provide you with the requested service.
• To respond to user inquiries/offer support to users. We may process your information to respond to your inquiries and solve any potential issues you might have with the requested service.
• To send administrative information to you. We may process your information to send you details about our products and services, changes to our terms and policies, and other similar information.
• To fulfill and manage your orders. We may process your information to fulfill and manage your orders, payments, returns, and exchanges made through the Services.
• To enable user-to-user communications. We may process your information if you choose to use any of our offerings that allow for communication with another user.
• To request feedback. We may process your information when necessary to request feedback and to contact you about your use of our Services.
• To send you marketing and promotional communications. We may process the personal information you send to us for our marketing purposes, if this is in accordance with your marketing preferences. You can opt out of our marketing emails at any time. For more information, see “WHAT ARE YOUR PRIVACY RIGHTS?” below.
• To show advertising and find similar businesses. We may use the email addresses of account owners, administrators, trial sign-ups, and website leads to show ads for Hardline on Meta and Google and to find businesses similar to our customers, as described in “Advertising audiences” above. You can opt out at any time.
• To post testimonials. We post testimonials on our Services that may contain personal information.
• To protect our Services. We may process your information as part of our efforts to keep our Services safe and secure, including fraud monitoring and prevention.
• To evaluate and improve our Services, products, marketing, and your experience. We may process your information when we believe it is necessary to identify usage trends, determine the effectiveness of our promotional campaigns, and to evaluate and improve our Services, products, marketing, and your experience.
• To identify usage trends. We may process information about how you use our Services to better understand how they are being used so we can improve them.
• To comply with our legal obligations. We may process your information to comply with our legal obligations, respond to legal requests, and exercise, establish, or defend our legal rights.
• To ensure compliance, audits, and enterprise requirements. To comply with internal policies, audits, contractual obligations, and enterprise security requirements.
• To maintain service reliability and performance. To monitor, maintain, and improve system performance, reliability, and availability.
• To develop and improve AI functionality. To develop, test, and improve the Services, including artificial intelligence features, using service metadata and aggregated or de-identified data as described in “AI IMPROVEMENT AND DE-IDENTIFICATION” below. We do not use your audio, transcripts, summaries, photos, or project records to train AI models.

3. WHAT LEGAL BASES DO WE RELY ON TO PROCESS YOUR INFORMATION?

In Short: We only process your personal information when we believe it is necessary and we have a valid legal reason (i.e., legal basis) to do so under applicable law, like with your consent, to comply with laws, to provide you with services to enter into or fulfill our contractual obligations, to protect your rights, or to fulfill our legitimate business interests.

If you are located in Canada, this section applies to you.

We may process your information if you have given us specific permission (i.e., express consent) to use your personal information for a specific purpose, or in situations where your permission can be inferred (i.e., implied consent). You can withdraw your consent at any time.

In some exceptional cases, we may be legally permitted under applicable law to process your information without your consent, including, for example:

• If collection is clearly in the interests of an individual and consent cannot be obtained in a timely way
• For investigations and fraud detection and prevention
• For business transactions provided certain conditions are met
• If it is contained in a witness statement and the collection is necessary to assess, process, or settle an insurance claim
• For identifying injured, ill, or deceased persons and communicating with next of kin
• If we have reasonable grounds to believe an individual has been, is, or may be victim of financial abuse
• If it is reasonable to expect collection and use with consent would compromise the availability or the accuracy of the information and the collection is reasonable for purposes related to investigating a breach of an agreement or a contravention of the laws of Canada or a province
• If disclosure is required to comply with a subpoena, warrant, court order, or rules of the court relating to the production of records
• If it was produced by an individual in the course of their employment, business, or profession and the collection is consistent with the purposes for which the information was produced
• If the collection is solely for journalistic, artistic, or literary purposes
• If the information is publicly available and is specified by the regulations
• We may disclose de-identified information for approved research or statistics projects, subject to ethics oversight and confidentiality commitments

4. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?

In Short: We may share information in specific situations described in this section and/or with the following categories of third parties.

Vendors, Consultants, and Other Third-Party Service Providers. We may share your data with third-party vendors, service providers, contractors, or agents (“third parties”) who perform services for us or on our behalf and require access to such information to do that work. We have contracts in place with our third parties, which are designed to help safeguard your personal information. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will also not share your personal information with any organization apart from us. They also commit to protect the data they hold on our behalf and to retain it for the period we instruct.

The categories of third parties we may share personal information with are as follows:

• Cloud Computing Services
• AI Platforms
• Ad Networks
• Advertising Platforms (Meta and Google), for advertising audiences
• Communication & Collaboration Tools
• Data Analytics Services
• Data Storage Service Providers
• Payment Processors
• Performance Monitoring Tools
• Product Engineering & Design Tools
• Sales & Marketing Tools
• Testing Tools
• User Account Registration & Authentication Services
• Website Hosting Service Providers
• Social Networks
• Finance & Accounting Tools
• Order Fulfillment Service Providers

We also may need to share your personal information in the following situations:

• Business Transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.

5. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?

In Short: We may use cookies and other tracking technologies to collect and store your information.

We may use cookies and similar tracking technologies (like web beacons and pixels) to gather information when you interact with our Services. Some online tracking technologies help us maintain the security of our Services and your account, prevent crashes, fix bugs, save your preferences, and assist with basic site functions.

On our website, we also permit third parties to use online tracking technologies for analytics and advertising. These currently include Google Analytics and Google Ads, the Meta Pixel (with Meta’s Conversions API for guide-download form submissions), Umami, and Vercel Analytics. These technologies help us measure how our website is used, measure the results of our advertising campaigns, and show ads for Hardline to you on other websites and platforms based on your visits to our website.

Under certain US state laws, our use of these advertising technologies may be considered a “sale” or “sharing” of personal information, or “targeted advertising.” You can opt out at any time through the “Your Privacy Choices” link in our website footer, by enabling Global Privacy Control in your browser (see “GLOBAL PRIVACY CONTROL (GPC)” below), or by submitting a request as described under “DO UNITED STATES RESIDENTS HAVE SPECIFIC PRIVACY RIGHTS?” Visitors in the European Economic Area, the United Kingdom, Switzerland, and Quebec are not tracked for advertising unless they opt in. The individual cookies we use, and what each one does, are listed in our Cookie Policy.

Separately from cookies, we upload hashed email addresses of some contacts to Meta and Google, as described in “Advertising audiences” above. Browser settings and the footer link do not control those uploads. To opt out of them, email support@hardlineapp.com with the subject “Advertising opt-out.”

Specific information about how we use such technologies and how you can refuse certain cookies is set out in our Cookie Notice: Section 5, “Do We Use Cookies and Other Tracking Technologies?”, below.

6. DO WE OFFER ARTIFICIAL INTELLIGENCE-BASED PRODUCTS?

In Short: We offer products, features, or tools powered by artificial intelligence, machine learning, or similar technologies.

As part of our Services, we offer products, features, or tools powered by artificial intelligence, machine learning, or similar technologies (collectively, “AI Products”). These tools are designed to enhance your experience and provide you with innovative solutions. The terms in this Privacy Notice govern your use of the AI Products within our Services.

Use of AI Technologies

We provide the AI Products through third-party service providers (“AI Service Providers”), including Amazon Web Services (AWS) AI, OpenAI and AssemblyAI. As outlined in this Privacy Notice, your input, output, and personal information will be shared with and processed by these AI Service Providers to enable your use of our AI Products for purposes outlined in “WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?” You must not use the AI Products in any way that violates the terms or policies of any AI Service Provider.

Our AI Products

Our AI Products are designed for the following functions:

• AI applications
• AI insights
• AI search
• AI translation
• Machine learning models
• Text analysis
• AI automation
• AI document generation
• Natural language processing

How We Process Your Data Using AI

All personal information processed using our AI Products is handled in line with our Privacy Notice and our agreement with third parties. This ensures high security and safeguards your personal information throughout the process, giving you peace of mind about your data’s safety.

7. HOW LONG DO WE KEEP YOUR INFORMATION?

In Short: We keep your information for as long as necessary to fulfill the purposes outlined in this Privacy Notice unless otherwise required by law.

We will only keep your personal information for as long as it is necessary for the purposes set out in this Privacy Notice, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). When an account is terminated, we delete the personal information associated with it within thirty (30) days, unless a longer retention period is required by law.

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

8. HOW DO WE KEEP YOUR INFORMATION SAFE?

In Short: We aim to protect your personal information through a system of organizational and technical security measures.

We have implemented appropriate and reasonable technical and organizational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.

9. DO WE COLLECT INFORMATION FROM MINORS?

In Short: We do not knowingly collect data from or market to children under 18 years of age or the equivalent age as specified by law in your jurisdiction.

We do not knowingly collect, solicit data from, or market to children under 18 years of age or the equivalent age as specified by law in your jurisdiction, nor do we knowingly sell such personal information. By using the Services, you represent that you are at least 18 or the equivalent age as specified by law in your jurisdiction or that you are the parent or guardian of such a minor and consent to such minor dependent’s use of the Services. If we learn that personal information from users less than 18 years of age or the equivalent age as specified by law in your jurisdiction has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under age 18 or the equivalent age as specified by law in your jurisdiction, please contact us at support@hardlineapp.com.

10. WHAT ARE YOUR PRIVACY RIGHTS?

In Short: Depending on your state of residence in the US or in some regions, such as Canada, you have rights that allow you greater access to and control over your personal information. You may review, change, or terminate your account at any time, depending on your country, province, or state of residence.

In some regions (like Canada), you have certain rights under applicable data protection laws. These may include the right (i) to request access and obtain a copy of your personal information, (ii) to request rectification or erasure; (iii) to restrict the processing of your personal information; (iv) if applicable, to data portability; and (v) not to be subject to automated decision-making. If a decision that produces legal or similarly significant effects is made solely by automated means, we will inform you, explain the main factors, and offer a simple way to request human review. In certain circumstances, you may also have the right to object to the processing of your personal information. You can make such a request by contacting us by using the contact details provided in the section “HOW CAN YOU CONTACT US ABOUT THIS NOTICE?” below.

We will consider and act upon any request in accordance with applicable data protection laws.

Withdrawing your consent: If we are relying on your consent to process your personal information, which may be express and/or implied consent depending on the applicable law, you have the right to withdraw your consent at any time. You can withdraw your consent at any time by contacting us by using the contact details provided in the section “HOW CAN YOU CONTACT US ABOUT THIS NOTICE?” below.

However, please note that this will not affect the lawfulness of the processing before its withdrawal nor, when applicable law allows, will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.

Opting out of marketing and promotional communications: You can unsubscribe from our marketing and promotional communications at any time by clicking on the unsubscribe link in the emails that we send, replying “STOP” or “UNSUBSCRIBE” to the SMS messages that we send, or by contacting us using the details provided in the section “HOW CAN YOU CONTACT US ABOUT THIS NOTICE?” below. You will then be removed from the marketing lists. However, we may still communicate with you, for example, to send you service-related messages that are necessary for the administration and use of your account, to respond to service requests, or for other non-marketing purposes.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information sharing to subcontractors in support services, such as customer service, is permitted. All other use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with third parties.

Account Information

If you would at any time like to review or change the information in your account or terminate your account, you can:

• Contact us using the contact information provided.

Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, we may retain some information in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our legal terms and/or comply with applicable legal requirements.

Cookies and similar technologies: Most Web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove cookies or reject cookies, this could affect certain features or services of our Services. For further information, please see our Cookie Notice: Section 5, “Do We Use Cookies and Other Tracking Technologies?”, below.

If you have questions or comments about your privacy rights, you may email us at support@hardlineapp.com.

11. CONTROLS FOR DO-NOT-TRACK FEATURES

Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track (“DNT”) feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage, no uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals. We do honor Global Privacy Control (GPC) signals, as described in “GLOBAL PRIVACY CONTROL (GPC)” below. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this Privacy Notice.

California law requires us to let you know how we respond to web browser DNT signals. Because there currently is not an industry or legal standard for recognizing or honoring DNT signals, we do not respond to them at this time. This does not affect GPC, which we honor.

12. DO UNITED STATES RESIDENTS HAVE SPECIFIC PRIVACY RIGHTS?

In Short: If you are a resident of California, Colorado, Connecticut, Delaware, Florida, Indiana, Iowa, Kentucky, Maryland, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Rhode Island, Tennessee, Texas, Utah, or Virginia, you may have the right to request access to and receive details about the personal information we maintain about you and how we have processed it, correct inaccuracies, get a copy of, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information. These rights may be limited in some circumstances by applicable law. More information is provided below.

Categories of Personal Information We Collect

The table below shows the categories of personal information we have collected in the past twelve (12) months. The table includes illustrative examples of each category and does not reflect the personal information we collect from you. For a comprehensive inventory of all personal information we process, please refer to the section “WHAT INFORMATION DO WE COLLECT?”

We only collect sensitive personal information, as defined by applicable privacy laws or the purposes allowed by law or with your consent. Sensitive personal information may be used, or disclosed to a service provider or contractor, for additional, specified purposes. You may have the right to limit the use or disclosure of your sensitive personal information. We do not collect or process sensitive personal information for the purpose of inferring characteristics about you.

We may also collect other personal information outside of these categories through instances where you interact with us in person, online, or by phone or mail in the context of:

• Receiving help through our customer support channels;
• Participation in customer surveys or contests; and
• Facilitation in the delivery of our Services and to respond to your inquiries.

We will use and retain the collected personal information as needed to provide the Services or for:

• Category A - As long as the user has an account with us
• Category B - As long as the user has an account with us
• Category D - As long as the user has an account with us
• Category F - As long as the user has an account with us
• Category G - As long as the user has an account with us
• Category H - Audio is held only temporarily until it is transcribed, then discarded, unless an individual organization requests that it be kept. Transcripts, summaries, images, and photos are retained as long as the user has an account with us, subject to your organization’s retention schedule.
• Category I - As long as the user has an account with us
• Category K - As long as the user has an account with us
• Category L - As long as the user has an account with us

In each case, information is deleted within thirty (30) days after the account is terminated, unless a longer retention period is required by law.

Sources of Personal Information

Learn more about the sources of personal information we collect in “WHAT INFORMATION DO WE COLLECT?”

How We Use and Share Personal Information

Learn more about how we use your personal information in the section, “HOW DO WE PROCESS YOUR INFORMATION?”

We collect and share your personal information through:

• Targeting cookies/Marketing cookies
• Social media cookies
• Beacons/Pixels/Tags

Will your information be shared with anyone else?

We may disclose your personal information with our service providers pursuant to a written contract between us and each service provider. Learn more about how we disclose personal information to in the section, “WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?”

We may use your personal information for our own business purposes, such as for undertaking internal research for technological development and demonstration. This is not considered to be “selling” of your personal information.

We do not sell personal information for money. In the preceding twelve (12) months, our use of the advertising technologies described in “DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?” may be considered “sharing” or a “sale” under certain US state laws. Through these technologies, we made the following categories available to advertising partners (Google, Meta, and Reddit): Category A (online identifiers such as IP address and cookie or device identifiers, and hashed email addresses of account owners, administrators, trial sign-ups, and people who book a demo or submit a form on our website) and Category F (activity on our website). You can opt out of cookie-based advertising as described in that section, and out of email-based advertising audiences by emailing support@hardlineapp.com with the subject “Advertising opt-out.”

We have disclosed the following categories of personal information to third parties for a business or commercial purpose in the preceding twelve (12) months:

• Category H. Call and on-site audio disclosed to our telecommunications and transcription providers solely to enable the call and generate a transcript. The audio is recorded temporarily, transcribed, and then discarded; it is not retained by Hardline or its subprocessors unless an individual organization requests that it be kept.
• Category K. Inferences drawn from collected personal information

The categories of third parties to whom we disclosed personal information for a business or commercial purpose can be found under “WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?”

Your Rights

You have rights under certain US state data protection laws. However, these rights are not absolute, and in certain cases, we may decline your request as permitted by law. These rights include:

• Right to know whether or not we are processing your personal data
• Right to access your personal data
• Right to correct inaccuracies in your personal data
• Right to request the deletion of your personal data
• Right to obtain a copy of the personal data you previously shared with us
• Right to non-discrimination for exercising your rights
• Right to opt out of the processing of your personal data if it is used for targeted advertising (or sharing as defined under California’s privacy law), the sale of personal data, or profiling in furtherance of decisions that produce legal or similarly significant effects (“profiling”)

Depending upon the state where you live, you may also have the following rights:

• Right to access the categories of personal data being processed (as permitted by applicable law, including the privacy law in Minnesota)
• Right to obtain a list of the categories of third parties to which we have disclosed personal data (as permitted by applicable law, including the privacy law in California, Delaware, and Maryland)
• Right to obtain a list of specific third parties to which we have disclosed personal data (as permitted by applicable law, including the privacy law in Minnesota and Oregon)
• Right to obtain a list of third parties to which we have sold personal data (as permitted by applicable law, including the privacy law in Connecticut)
• Right to review, understand, question, and depending on where you live, correct how personal data has been profiled (as permitted by applicable law, including the privacy law in Connecticut and Minnesota)
• Right to limit use and disclosure of sensitive personal data (as permitted by applicable law, including the privacy law in California)
• Right to opt out of the collection of sensitive data and personal data collected through the operation of a voice or facial recognition feature (as permitted by applicable law, including the privacy law in Florida)

How to Exercise Your Rights

To exercise these rights, you can contact us by submitting a data subject access request, by emailing us at support@hardlineapp.com, or by referring to the contact details at the bottom of this document.

Under certain US state data protection laws, you can designate an authorized agent to make a request on your behalf. We may deny a request from an authorized agent that does not submit proof that they have been validly authorized to act on your behalf in accordance with applicable laws.

Request Verification

Upon receiving your request, we will need to verify your identity to determine you are the same person about whom we have the information in our system. We will only use personal information provided in your request to verify your identity or authority to make the request. However, if we cannot verify your identity from the information already maintained by us, we may request that you provide additional information for the purposes of verifying your identity and for security or fraud-prevention purposes.

If you submit the request through an authorized agent, we may need to collect additional information to verify your identity before processing your request and the agent will need to provide a written and signed permission from you to submit such request on your behalf.

Appeals

Under certain US state data protection laws, if we decline to take action regarding your request, you may appeal our decision by emailing us at support@hardlineapp.com. We will inform you in writing of any action taken or not taken in response to the appeal, including a written explanation of the reasons for the decisions. If your appeal is denied, you may submit a complaint to your state attorney general.

California “Shine The Light” Law

California Civil Code Section 1798.83, also known as the “Shine The Light” law, permits our users who are California residents to request and obtain from us, once a year and free of charge, information about categories of personal information (if any) we disclosed to third parties for direct marketing purposes and the names and addresses of all third parties with which we shared personal information in the immediately preceding calendar year. If you are a California resident and would like to make such a request, please submit your request in writing to us by using the contact details provided in the section “HOW CAN YOU CONTACT US ABOUT THIS NOTICE?”

13. CALL AUDIO, TRANSCRIPTS, AND TELECOMMUNICATIONS METADATA

When you use Services that facilitate voice communications, we collect and process call-related metadata, including call timestamps, duration, routing information, assigned numbers, call status, and system identifiers. This information is used to deliver the Services, enable transcription and summarization, monitor performance, and support troubleshooting.

Call audio. To transcribe a call, Hardline records the call audio temporarily, transcribes it, and then discards the audio. We do not keep audio recordings unless an individual organization requests that we do. We do store the resulting transcript, summary, and any records generated from it (such as daily logs, RFIs, and tasks) as part of your account, and they are retained as described in “HOW LONG DO WE KEEP YOUR INFORMATION?”

Offline on-site capture. On-site capture for site walks and in-person meetings can work without a network connection. In that case, the audio is stored temporarily on your device. When your device reconnects, the audio is uploaded and transcribed, and then discarded from your device and our systems in the same way as call audio, unless an individual organization requests that it be kept. The resulting transcript and summary are stored as part of your account.

14. USER RESPONSIBILITY FOR DISCLOSURE AND CONSENT

Users are responsible for informing call participants that communications may be transcribed and summarized using the Services and for obtaining any required consent under applicable law. Hardline does not monitor or verify whether such disclosures or consents have been provided.

15. AI IMPROVEMENT AND DE-IDENTIFICATION

We do not use your audio, transcripts, summaries, photos, or project records to train or fine-tune AI models, whether ours or a third party’s. To improve the Services, we use only:

• service metadata and performance data, such as processing times, error logs, feature usage, and accuracy indicators (for example, how often generated text is edited); and
• aggregated or de-identified statistics that cannot reasonably be used to identify you or your organization.

We use this information to monitor and improve system performance, reliability, and the accuracy of our AI features. We access the content of a specific transcript or record only when needed to provide the Services, when you ask us for support, or when required for security or legal reasons. Hardline does not use personal information to make automated decisions that produce legal or similarly significant effects on individuals, such as decisions related to employment, credit, housing, or insurance.

16. GLOBAL PRIVACY CONTROL (GPC)

We recognize Global Privacy Control (GPC) signals as a valid request to opt out of the sale or sharing of personal information where required by law. Hardline does not sell personal information for money. However, the advertising technologies on our website, described in “DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?”, may be considered “sharing” for cross-context behavioral advertising. When we detect a GPC signal, we treat it as a request to opt out of that sharing for that browser. Because a browser signal cannot be tied to the email-based advertising audiences described in “Advertising audiences,” you can opt out of those by emailing support@hardlineapp.com with the subject “Advertising opt-out.”

17. TELECOMMUNICATIONS PROVIDERS

Voice communications facilitated through the Services rely on third-party telecommunications providers. These providers process call metadata and transient audio solely to enable communication and transcription functionality in accordance with their own privacy practices.

18. DO WE MAKE UPDATES TO THIS NOTICE?

In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.

We may update this Privacy Notice from time to time. The updated version will be indicated by an updated “Revised” date at the top of this Privacy Notice. If we make material changes to this Privacy Notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this Privacy Notice frequently to be informed of how we are protecting your information.

19. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?

If you have questions or comments about this notice, you may email us at support@hardlineapp.com or contact us by post at:

Hardline AI Corp.
520 Broadway, 200
STE 200
Santa Monica, CA 90401
United States

20. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?

Based on the applicable laws of your country or state of residence in the US, you may have the right to request access to the personal information we collect from you, details about how we have processed it, correct inaccuracies, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information. These rights may be limited in some circumstances by applicable law. To request to review, update, or delete your personal information, please email us at support@hardlineapp.com.

See also our Terms & Conditions.