Fathom Video Inc. (“Fathom,” “we,” “our,” and/or “us”) values the privacy of individuals who use our application, websites, and related services (collectively, our “Services”). This privacy policy (the “Privacy Policy”) explains how we collect, use, and share information from users of our Services (“Users”). By using our Services, you agree to the collection, use, disclosure, and procedures this Privacy Policy describes. It also informs you about your rights and choices with respect to your personal information, and how you can contact us if you have any questions or concerns. Beyond the Privacy Policy, your use of our Services is also subject to our Terms of Service (https://fathom.video/terms).
In this Privacy Policy, “personal information” means any information related to an identified or identifiable individual, and does not include data whereby personally identifiable information has been removed (such as anonymous data). Please read this Privacy Policy carefully so that you understand your rights in relation to your personal information, and how we will collect, use and process your personal information. If you do not agree with this Privacy Policy, our Terms of Service or any part thereof, you should not access or use any part of our Services, or otherwise provide us with your personal information. If you change your mind in the future, you must stop using our Services and you may exercise your rights in relation to your personal information as set out in this Privacy Policy.
Fathom Video is the entity responsible for the processing of your personal information, and for the purpose of the European Union’s General Data Protection Regulation, is the data controller in respect of the processing of your personal information. Where we have an arrangement in place with a customer who is encouraging you to use our Services (for example, your employer or another business or organization), we in some circumstances obtain and process your personal information on behalf of and at the instructions of such a customer. Such customers will be considered as the data controllers under the European Union’s General Data Protection Regulation. Their privacy policies will apply to the processing of your information and we encourage you to read their privacy policies.
We are an audiovisual recording service that integrates with Zoom, Google Meet, and Microsoft Teams along with either Outlook Calendar or Google Calendar. People use our Services to record, transcribe, and take notes during their video conference calls. Our Privacy Policy and Terms of Service apply to any User of our Services.
We may collect a variety of information from or about you or your devices from various sources, as described below.
We collect information from or about you in a variety of ways.
Profile Information. You provide us with personal information when you connect our Services to your Google Calendar or Outlook Calendar account at account registration. You may also elect to connect your Fathom account to your Zoom account. If you sign up for notifications or updates, or participate in our surveys, we may ask you for your name, email address, and job title or role.
Communications. If you contact us directly, we may receive additional information about you. For example, when you contact our Customer Support Team, we will receive your name, email address, the contents of a message or attachments that you may send to us, and other information you choose to provide. If you subscribe to our newsletter, then we will collect certain information from you, such as your email address. When we send you emails, we may track whether you open them to learn how to deliver a better customer experience and improve our Services.
Call Recordings. If you use our Services to record or transcribe your calls, we will receive the personal information contained in the content of those calls. If you use our Services to tag, take notes on, or rate your calls, we will similarly receive the personal information contained in the content and timestamps of those actions.
You provide us with personal information about yourself when you create an account with us, link either your Outlook Calendar or Google Calendar, communicate with us, subscribe to our newsletter, or record a call using our Services.
Device Information. We receive information about the device and software you use to access our Services, including IP address, web browser type, operating system version, application installations, and device identifiers.
Usage Information. To help us understand how you use our Services and to help us improve them, we automatically receive information about your interactions with our Services, like the pages or other content you view, the searches you conduct, on-page events, your comments, any content you post, and the dates and times of your visits.
Information from Cookies and Similar Technologies. We and third party partners collect information using cookies, pixel tags, or similar technologies. Our third party partners, such as analytics and advertising partners, may use these technologies to collect information about your online activities over time and across different services. Cookies are small text files containing a string of alphanumeric characters. We may use both session cookies and persistent cookies. A session cookie disappears after you close your browser. A persistent cookie remains after you close your browser and may be used by your browser on subsequent visits to our Services.
Please review your web browser’s “Help” file to learn the proper way to modify your cookie settings. Please note that if you delete or choose not to accept cookies from the Service, you may not be able to utilize the features of the Service to their fullest potential.
Call Information. When you use our Services to record or transcribe calls, we receive information about those calls, such as the date and time of the call and the parties’ names, attendee identifiers, and email addresses. We also receive the contents of the call including the call audio, video, and speaker identification. By using our Services to record or transcribe calls, you understand that your call will be recorded, and you agree to allow us to monitor and/or record your call. Please note that the contents of the call may also contain the personal information of other meeting participants, such as your co-workers or individuals from other organizations. Some states or countries require all parties to consent before recording a video or audio call — not just the consent of one party to the communication (i.e., yourself). Please make sure you have the necessary permissions from other meeting participants before sharing personal information with us.
When you use our Services, we automatically collect personal information about your device and how you use our Services. We also collect the personal information, to the extent there are any, contained in the content of your calls when you record a call using our Services, including that of other meeting participants. We collect information using cookies and similar technologies.
Information from other Users of our Services. We may receive personal information about you when a User uses our Services to send you an invite to join a call or uses our Services to record or transcribe a call in which you are a meeting participant. This information may include your name and email address, as well as the contents of the call including the call audio, video, and speaker identification.
Information from third party services. When you link our Services to a third party service, such as Outlook, Google, HubSpot, Salesforce, Slack, Zapier, or Zoom, we will receive information about you, including your name, email address, calendar and meeting information (such as meeting title, date, time, location, meeting join URL and attendees), profile information, and photo. Please note that linking an Outlook Calendar or a Google Calendar account is core to our Services and without linking either an Outlook Calendar or a Google Calendar, you will not be able to successfully use our Services.
Other third parties. We may receive additional information about you, such as demographic data, from third parties such as data enrichment partners and combine it with other information we have about you.
Please note that personal information collected by a third party in this manner is subject to that third party’s own data collection, use, and disclosure policies. Please see the “Third Parties” section below for more information.
We may receive information about you from third parties, including from other Users, as well as Outlook, Google, HubSpot, Salesforce, Slack, Zapier, or Zoom when you link your Outlook, Google, HubSpot, Salesforce, Slack, Zapier, or Zoom accounts with our Services.
We use the information we collect:
If you are in the European Economic Area or the UK, we only process your personal information when we have a valid legal basis.
We use information from or about you for a variety of purposes detailed below. These purposes include providing and improving our Services, sharing recordings with meeting participants, communicating with you, marketing to you, preventing fraud, enforcing our Terms of Service, complying with legal requirements, and other purposes we tell you about when we collect your information. If you are based in the European Economic Area or the UK, we do so when we have a valid legal basis.
Other Meeting Participants. When you use our services to record a call, we may share a copy of that call with other meeting participants if we have their email address.
Vendors and Service Providers. We may share any information we receive with vendors and service providers retained in connection with the provision of our Services.
Third Party App Integrations. When you connect a third party application such as Zoom to our Services, we may share information such as your call notes, links to video clips, or portions of the call transcript with that third party. Please note that you will not be able to successfully use our Services without connecting third party applications to our Services.
Marketing. We do not rent, sell, or share information about you with nonaffiliated companies for their direct marketing purposes, unless we have your permission. We do not sell the content of your meetings or information about your meeting attendees to anyone.
Advertising Partners. We work with third party advertising partners to show you ads that we think may interest you. Some of our advertising partners are members of the Network Advertising Initiative (https://optout.networkadvertising.org) or the Digital Advertising Alliance (https://optout.aboutads.info). If you do not wish to receive personalized ads, please visit their opt-out pages to learn about how you may opt out of receiving web-based personalized ads from member companies. You can access any settings offered by your mobile operating system to limit ad tracking, or you can install the AppChoices mobile app to learn more about how you may opt out of personalized ads in mobile apps.
As Required By Law and Similar Disclosures. We may access, preserve, and disclose your information if we believe doing so is required or appropriate to: (a) comply with law enforcement requests and legal process, such as a court order or subpoena; (b) respond to your requests; or (c) protect your, our, or others’ rights, property, or safety. For the avoidance of doubt, the disclosure of your information may occur if you post any objectionable content on or through the Services.
Merger, Sale, or Other Asset Transfers. We may transfer your information to service providers, advisors, potential transactional partners, or other third parties in connection with the consideration, negotiation, or completion of a corporate transaction in which we are acquired by or merged with another company or we sell, liquidate, or transfer all or a portion of our assets. The use of your information following any of these events will be governed by the provisions of this Privacy Policy in effect at the time the applicable information was collected.
Consent. We may also disclose your information with your permission.
We may share copies of recorded calls with other meeting participants. We may also share personal information from or about you with service providers, third party applications and services you connect to our Services, analytics providers, as required by law, in connection with a corporate transaction, or otherwise with your consent. We may also share personal information about you with our advertising partners to show you ads for our Services. You can opt out of some of this sharing as described below.
Marketing Communications. You can unsubscribe from our promotional emails via the link provided in the emails. Even if you opt out of receiving promotional messages from us, you will continue to receive administrative messages from us. Please note that we will not use your meeting or call information to market our Services to you or your meeting attendees.
Do Not Track. There is no accepted standard on how to respond to Do Not Track signals, and we do not respond to such signals.
If you are located in the EEA or in the UK, you also have the following additional rights in relation to your personal information that we hold:
Please note that, prior to any response to the exercise of such rights, we will require you to verify your identity. In addition, we may have valid legal reasons to refuse your request and will inform you if that is the case. For more information on your rights, please email privacy@fathom.video.
You may unsubscribe from our marketing emails. We do not respond to Do Not Track signals. If you are located in the EEA or the UK, you may have additional rights concerning your personal information.
Our Services may contain links to other websites, products, or services that we do not own or operate. We are not responsible for the privacy practices of these third parties. Please be aware that this Privacy Policy does not apply to your activities on these third party services or any information you disclose to these third parties. We encourage you to read their privacy policies before providing any information to them.
We are not responsible for the privacy practices of third party websites, products, or services that may be linked on our Services.
We make reasonable efforts to protect your information by using physical and electronic safeguards designed to improve the security of the information we maintain. However, as no electronic transmission or storage of information can be entirely secure, we can make no guarantees as to the security or privacy of your information.
We use reasonable safeguards to protect the information we collect, but we cannot guarantee the security of your information.
We do not knowingly collect, maintain, or use personal information from children under 16 years of age, and no part of our Services is directed to children. If you learn that a child has provided us with personal information in violation of this Privacy Policy, then you may alert us at privacy@fathom.video.
Our Services are not intended for children under 16.
Our Services are hosted in the United States and intended for visitors located within the United States. If you choose to use the Services from the European Union or other regions of the world with laws governing data collection and use that may differ from U.S. law, then please note that you are transferring your personal information outside of those regions to the United States for storage and processing.
Also, we may transfer your data from the U.S. to other countries or regions in connection with storage and processing of data, fulfilling your requests, and operating the Services. By providing any information, including personal information, on or to the Services, you consent to such transfer, storage, and processing.
When we transfer your personal information outside of the European Economic Area, including to the U.S., we shall ensure that relevant safeguards are in place to afford adequate protection for your personal information in compliance with relevant data protection laws. Further details regarding the relevant safeguards can be obtained from us on request.
We store the information we collect in the United States and may transfer it outside your country. When doing so, we put in place relevant safeguards to afford adequate protection for your personal information.
Fathom complies with the EU-U.S. Data Privacy Framework (the “EU-U.S. DPF”) and the UK Extension to the EU-U.S. DPF, as set forth by the U.S. Department of Commerce. Fathom has certified to the U.S. Department of Commerce that it adheres to the EU-U.S. Data Privacy Framework Principles (the “EU-U.S. DPF Principles”) with regard to the processing of personal data received from the European Union and the United Kingdom in reliance on the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF. If there is any conflict between the terms in this privacy policy and the EU-U.S. DPF Principles, the Principles shall govern. To learn more about the Data Privacy Framework (“DPF”) Program, and to view our certification, please visit https://www.dataprivacyframework.gov/.
In compliance with the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF, Fathom commits to refer unresolved complaints concerning our handling of personal data received in reliance on the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF to JAMS, an alternative dispute resolution provider based in the United States, the European Union, the United Kingdom, and/or Switzerland (as applicable). If you do not receive timely acknowledgment of your DPF Principles-related complaint from us, or if we have not addressed your DPF Principles-related complaint to your satisfaction, please visit https://www.jamsadr.com/DPF-Dispute-Resolution for more information or to file a complaint. The services of JAMS are provided at no cost to you.
Fathom acknowledges that it is subject to the investigatory and enforcement powers of the Federal Trade Commission (FTC) regarding privacy and data protection matters.
Under certain conditions, individuals have the right to invoke binding arbitration. Fathom is obligated to arbitrate claims and follow the terms as set forth in Annex I of the DPF Principles, provided that an individual has invoked binding arbitration by delivering notice to Fathom and following the procedures and subject to conditions set forth in Annex I of Principles.
Fathom complies with the Principle regarding accountability for onward transfers. Fathom remains liable under the Principles if its onward transfer recipients process personal information in a manner inconsistent with the Principles, unless Fathom proves that it was not responsible for the event giving rise to the damage.
We store all personal information for as long as necessary to fulfill the purposes set out in this Privacy Policy, or for as long as we are required to do so by law or in order to comply with a regulatory obligation. When deleting personal information, we will take measures to render such personal information irrecoverable or irreproducible, and the electronic files which contain personal information will be permanently deleted.
We only store your personal information for as long as necessary and we take measures to render the information irrecoverable once deleted.
You can delete your Fathom account at any time from your account settings. If we receive an account deletion request, we will delete your recordings and personal information unless we are legally required to retain that information under applicable laws. Otherwise, we will retain your personal information, subject to the “Data Retention” Section above, but we will take measures to pseudonymize it.
If you deauthorize Fathom through your Google or Outlook account settings, your Fathom account will be disabled until you reconnect either an Outlook Calendar or Google Calendar account. As noted above, linking an Outlook Calendar or a Google Calendar account is core to our Services and without a linked Outlook Calendar or a Google Calendar, you will not be able to successfully use our Services.
Please note that, if you use our Services through a business account of one of our customers, for example your employer or another business or organization, their privacy policies will apply to the processing and deletion of your information. We will not be able to delete the personal information on the business account on your request. If you have questions about your privacy on the Services or this Privacy Policy, please contact us at privacy@fathom.video.
You have the option to delete your account and can contact us if you have any questions.
We will post any adjustments to the Privacy Policy on this page, and the revised version will be effective when it is posted. If we materially change the ways in which we use or share personal information previously collected from you through the Services, we will notify you through the Services, by email, or other communication.
Changes to this Privacy Policy apply to your use of our Services after the “last updated” date, at the top.
If you have any questions, comments, complaints or concerns about this Privacy Policy, our privacy practices, or if you would like to exercise your rights with respect to your personal information, please email us at privacy@fathom.video or write to us at Fathom Video Inc., 2261 Market Street #4156, San Francisco, CA 94114. We will endeavor to respond to your query as soon as possible. This does not prejudice your right, if applicable, to bring your complaint to a supervisory authority in the EU or UK.
If you are located in Europe or the UK, you may alternatively write to our EU or UK representative at DataRep, The Cube, Monahan Road, Cork, T12 H1XY, Republic of Ireland or at DataRep, BPM 335368, 372 Old Street, EC1V 9AU, London, United Kingdom.
You may contact us about this Privacy Policy.