Privacy Policy

Ember AI is committed to protecting privacy and maintaining transparency about how information is collected, used, and shared. This Privacy Policy explains how we collect, use, and share information in connection with our website, our proprietary software-as-a-service (SaaS) platform, and your interactions with us. As a company based in the United States, Ember AI designs its privacy practices with the goal of complying with applicable privacy and data protection laws intended to safeguard personal information. Our website and services are intended primarily for healthcare organizations and other business users rather than individual consumers.

Description of Users and Acceptance of Terms

This Privacy Policy applies to:

Visitors to our Website, who view only publicly-available content
Customers who have signed up to access and use our App
Customer's employees and contractors authorized to access and use our App

By visiting our Website, you are agreeing to the terms of this Privacy Policy and the Terms of Service.

Personal Data We Collect

This chart details the categories of Personal Data that we collect:

Category of Personal Data	Examples of Personal Data We Collect	Categories of Third Parties With Whom We Share this Personal Data
Profile or Contact Data	First and last name Email	Service Providers Analytics Partners Parties You Authorize, Access or Authenticate
Payment Data	Financial account information Payment card type Last 4 digits of payment card Billing address, phone number, and email	Service Providers
Device/IP Data	IP address Device ID Type of device/operating system/browser used to access the Services Other applications that utilize the microphone function	Analytics Partners Parties You Authorize, Access or Authenticate
Business Identification Data	Company name, business address, industry, and related firmographic information inferred from IP address or network signals	Analytics providers, business identification services
Website Usage and Marketing Attribution Data	Web page interactions Referring webpage/source through which you accessed the Services	Analytics Partners Parties You Authorize, Access or Authenticate
Geolocation Data	IP-address-based location information	Analytics Partners Parties You Authorize, Access or Authenticate
Other Identifying Information that You Voluntarily Choose to Provide	Identifying information in emails, letters, texts, or other communication you send us Any other identifying information you authorize Ember to access or elect to share with Ember	Service Providers Parties You Authorize, Access or Authenticate

Cookies and Tracking Technologies

We use tracking technologies to operate our website and understand how visitors interact with it. We manage consent with our own in-house solution: no third-party tracking technology is loaded, and no tracking cookies are set, until you provide consent.

When you visit our website, you will be presented with a consent banner that allows you to:

Accept all tracking technologies
Reject all non-essential tracking technologies
Customize your preferences by category

Non-essential tracking technologies are not activated until you provide consent.

We categorize tracking technologies as follows:

Strictly Necessary: Required for the website to function properly, including security and storing your consent choice. Your consent choice itself is stored locally in your browser (local storage), not in a cookie. Always active.
Analytics: Help us understand how visitors and their organizations interact with our website (e.g. Snitcher).
Marketing & Advertising: Used to measure the effectiveness of our marketing and advertising campaigns and identify potential business visitors (e.g. Google Ads, Meta Pixel, RB2B).

Third-Party Tracking Technologies

After you provide consent, we may activate third-party technologies that help us measure marketing performance and understand engagement with our website.

These technologies may include:

Google Ads: Used to measure advertising campaign performance and track conversions. Loaded only after you consent to the Marketing & Advertising category.
Meta (Facebook) Pixel: Used to measure the effectiveness of advertising campaigns, understand how visitors interact with our website, and track conversions from advertisements. Loaded only after you consent to the Marketing & Advertising category.
RB2B (B2B Tracking): Used to identify company-level information about organizations visiting our website. RB2B and its partners may use cookies or similar technologies to associate website activity with other information they or others may have about a business contact or company domain. Loaded only after you consent to the Marketing & Advertising category.
Snitcher: Used to understand, at a company level, how organizations interact with our website. Loaded only after you consent to the Analytics category.

These services may collect information such as:

pages visited
referring website
device and browser information
approximate geographic location based on IP address
company-level visitor information for business visitors

These providers may process information according to their own privacy policies.

Business Identification and B2B Analytics

We use certain analytics tools designed for business-to-business websites that help us understand how organizations interact with our website. These tools may analyze IP address information and other network signals to associate website visits with business organizations.

Visitors may opt out of certain advertising or identification activities by visiting https://app.retention.com/optout or by contacting us at support@embercopilot.ai.

How We Use and Share the Information

To provide and improve the Website and App
To communicate with you about our products and services
To monitor, analyze, and improve our Website and App
To fulfill your requests and process transactions
To measure marketing effectiveness and identify potential business visitors to our website (with your consent)
To protect the safety and security of our Website, App, and users
To comply with legal obligations and enforce our agreements
To share with third-party service providers who assist us in operating our business
To understand which organizations and industries are visiting our website and evaluating interest in our services.

We take reasonable measures to ensure that any party receiving personal information from us protects that information and uses it only for the purposes outlined in this Privacy Policy.

Accessing and Modifying Information and Communication Preferences

Update Information: You may correct, update, or delete your personal information by contacting us. Some information can be updated directly in your App account.

Cookie Management: You can change your consent choices at any time using the floating consent preferences button on our website. Most browsers also allow you to remove or reject cookies. Visit www.allaboutcookies.org for more information on managing cookies.

How We Protect the Information

We take commercially reasonable security measures to protect your information from unauthorized access, disclosure, alteration, and destruction. However, no Internet transmission is 100% secure, and we cannot guarantee the security of your information.

External Sites

Our Website and App may contain links to external third-party websites. We are not responsible for the privacy practices or content of these External Sites. Please check the applicable third-party privacy policy when visiting any External Sites.

Children

We do not knowingly collect personal information from children under the age of 18. If you are under 18, please do not provide any personal information to us. If you believe a child under 18 has provided personal information to us, please contact us to have it removed.

Important Notice to Non-U.S. Residents

Our Website and App are operated in the United States. If you are located outside of the United States, please be aware that any information you provide to us will be transferred to, processed, and used in the United States. By using our Website or App, you consent to this transfer and processing of your personal information.

California Privacy Rights

If you are a California resident, you have the right to:

request access to personal information we collect about you
request deletion of personal information
request information about categories of data shared with third parties
opt out of the sale or sharing of personal information (where applicable)

To exercise these rights, contact us at:

support@embercopilot.ai

We do not knowingly sell personal information.

Business Visitors

Because Ember AI primarily serves healthcare organizations and businesses, certain technologies we use may identify company-level information about organizations visiting our website. These tools do not attempt to identify individual visitors unless such information is voluntarily provided.

Changes to This Privacy Policy

We may change this Privacy Policy from time to time. Any changes will be posted on the Website and App. Your continued use of our Website or App after we make changes indicates your acceptance of those changes.

Contact Us

If you have any questions about this Privacy Policy or to report a privacy issue, please contact us:

Email: support@embercopilot.ai