Privacy Policy

1. Information We Collect

1.1 Information You Provide

When you create an account, we collect your name, email address, payment information, and any other information you provide. This includes:

• Account Information: Name, email address, password, company name, and job title
• Profile Information: Avatar, preferences, and settings you configure
• Payment Information: Credit card details and billing address (processed securely by our payment provider)
• Customer Data: Contacts, companies, deals, and other business data you enter into the Service
• Support Requests: Information you provide when contacting our support team

1.2 Information We Collect Automatically

We collect information about your use of the Service, including:

• Device information (e.g., IP address, browser type, operating system)
• Usage data (e.g., pages visited, features used, time spent in the Service)
• Log data (e.g., access times, error logs, referring URLs)

1.3 Cookies

We use cookies and similar tracking technologies to:

• Keep you logged in to the Service
• Remember your preferences
• Understand how you use our Service
• Improve and personalize your experience

You can manage cookie preferences through your browser settings. Note that disabling cookies may affect the functionality of the Service.

1.4 Microsoft Clarity

We partner with Microsoft Clarity and Microsoft Advertising to capture how you use and interact with our website through behavioral metrics, heatmaps, and session replay to improve and market our products/services. Website usage data is captured using first and third-party cookies and other tracking technologies to determine the popularity of products/services and online activity. Additionally, we use this information for site optimization, fraud/security purposes, and advertising. For more information about how Microsoft collects and uses your data, visit the Microsoft Privacy Statement.

1.5 Information from Third Parties

When you connect third-party services to Coherence, we may receive:

• Email Data: Email messages, metadata, and contacts from connected email accounts (Gmail, Outlook)
• Calendar Data: Events and attendee information from connected calendars
• Integration Data: Data from other connected applications (Zapier, Slack, etc.)

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve the Service
• Process payments and manage subscriptions
• Communicate with you about your account
• Send technical notices, updates, security alerts, and support messages
• Personalize your experience
• Monitor and analyze trends, usage, and activities
• Detect, investigate, and prevent fraudulent transactions and abuse
• Comply with legal obligations
• Develop new products and features

3. How We Share Your Information

We do not sell your information. We may share your information with:

• Service providers who assist us in operating the Service (cloud hosting, payment processors, email delivery, analytics)
• Other members of your organization, according to your organization's privacy settings
• Third-party integrations you explicitly connect
• Legal authorities, if required by law, regulation, legal process, or governmental request

4. Connected Account Data (Google & Microsoft)

Coherence integrates with Google Workspace and Microsoft 365 to provide a unified view of your communications, calendar, and contacts. This section describes how we handle data from these connected accounts.

4.1 Google Workspace Data

When you connect your Google account, Coherence may access the following data with your explicit authorization:

• Gmail: Email messages, labels, metadata, and attachments
• Google Calendar: Events, attendees, and calendar metadata
• Google Contacts: Contact names, email addresses, phone numbers, and associated metadata

Coherence's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

4.2 Microsoft 365 Data

When you connect your Microsoft account, Coherence may access the following data with your explicit authorization:

• Outlook Mail: Email messages, folders, metadata, and attachments
• Outlook Calendar: Events, attendees, and calendar metadata
• Outlook Contacts: Contact names, email addresses, phone numbers, and associated metadata

4.3 Storage & Security

Connected account data is stored on our servers to provide the Service. We implement the following security measures to protect this data:

• All data is encrypted at rest using AES-256 encryption
• All data in transit is encrypted using TLS 1.2 or higher
• Access to stored data is restricted to authorized personnel and systems
• OAuth tokens are stored securely and can be revoked at any time

4.4 Usage

Connected account data is used solely to provide the features of the Coherence platform, including:

• Displaying your emails, calendar events, and contacts within the Coherence interface
• Automatically linking communications to relevant records (contacts, companies, deals, etc.)
• Generating AI-powered summaries of email threads and conversations
• Creating tasks and follow-ups based on email content
• Syncing calendar events with your Coherence activity timeline
• Importing and enriching contact records

4.5 Sharing & Limited Use

We do not share your connected account data with third parties except as follows:

• With other members of your organization, according to your organization's sharing settings
• With AI service providers (such as OpenAI) to power features like email summarization—in these cases, data is processed in accordance with our data processing agreements and is not used to train AI models
• As required by law, regulation, or legal process

We do not use your connected account data for advertising purposes. We do not sell your data.

4.6 Your Controls

You have full control over your connected accounts:

• Disconnect: You can disconnect any connected account at any time through your account settings
• Revoke access: You can revoke Coherence's access directly from your Google or Microsoft account security settings
• Data deletion: Upon disconnection or account deletion, we will delete your connected account data from our servers within 30 days

5. Data Security

We implement technical and organizational measures to protect your information from unauthorized access, loss, or misuse, including:

• Encryption of data at rest and in transit (TLS 1.2+)
• Regular security assessments
• Access controls and authentication requirements
• Employee security training
• Regular backups and disaster recovery procedures

6. Data Retention

We retain your information for as long as your account is active or as needed to provide you with the Service. We may retain certain information as required by law or for legitimate business purposes.

When you delete your account, we will delete or anonymize your information within 90 days, except where we are required to retain it by law or for legitimate business purposes such as preventing fraud.

7. Your Rights

Depending on your location, you may have the following rights:

• Access: Request a copy of your personal information
• Correction: Request correction of inaccurate information
• Deletion: Request deletion of your personal information
• Export: Request a portable copy of your data
• Opt-out: Unsubscribe from marketing communications
• Restrict Processing: Object to or restrict certain data processing

To exercise these rights, please contact us at [email protected] or through your account settings.

8. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy and applicable data protection laws.

9. GDPR Compliance (European Users)

If you are located in the European Economic Area (EEA), you have additional rights under the General Data Protection Regulation (GDPR):

• Right to lodge a complaint with a supervisory authority
• Right to withdraw consent at any time
• Right to object to processing based on legitimate interests

Our legal bases for processing personal information include: performance of a contract, legitimate interests, compliance with legal obligations, and consent (where applicable).

10. CCPA Compliance (California Residents)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

• Right to know what personal information is collected
• Right to know if personal information is sold or disclosed
• Right to opt-out of the sale of personal information (we do not sell personal information)
• Right to non-discrimination for exercising your rights

11. Children's Privacy

The Service is not intended for children under 16 years of age. We do not knowingly collect personal information from children under 16. If we become aware that we have collected personal information from a child under 16, we will take steps to delete such information.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be effective when posted, and your continued use of the Service after changes are posted constitutes your acceptance. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Effective Date."

Contact Us

If you have questions about this Privacy Policy, please contact us at:

Brightyard, Inc.
Operator of the Coherence platform

Email: [email protected]
Privacy inquiries: [email protected]